Administrative Assistant

Vacancy Notice

Open to Internal & External Candidates

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment.

Internal candidates are eligible to apply to this vacancy.

For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context and Scope

Under the overall supervision of the Chief Migration Health Officer and the direct supervision of the Admin Finance assistant, the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Amman, Jordan

The role of the administrative assistant is to support the Migration Health Assessment Clinic (MHAC) in the smooth running of its administrative duties.

Core Functions / Responsibilities:

1. Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting;
2. Suggest improvements to strengthen internal control mechanisms; provide inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined,efficiencies especially with equipment and consumable stocks.
3. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC;
4. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable;
5. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements;
6. Assure correctness of travel authorizations and advise on allowances for staff

members leaving on duty travel and Responsible of the DSA and transportation calculation for participants in workshops, meetings, and training

1. Assist in PRFs and RFPs for all procurement requests within MHAC.
2. Developing Action Plans for trainings, while supporting training activities and Serve as a resource person to the project’s partners during conferences, seminars and workshops, and training sessions.
3. Prepare Letters of Invitation for Jordan government officials to attend official trainings and workshops related to the project.
4. Prepare certificates of participation, while obtaining the appropriate signatures.
5. Responsible for the distribution of the Cash in Advance to participants and ensure that the close cash in advance reconciliation of the assigned participants are accurately and timely accomplished.
6. Perform such other duties as may be assigned.

Education and Experience

• University degree in Administration Management/ Medical Administration, or a related field from an accredited academic institution with minimum Two years (2) of relevant working experience; OR

Completed Secondary School Diploma from an accredited academic institution with minimum Four (4) years of relevant professional experience.

• Two years relevant professional experience, preferably in administrative support or similar roles.
• Working with refugees/migrants in a medical setting is an advantage.
• Previous working experience with NGOs or international organizations is an advantage.
• Demonstrated accuracy in handling and reporting data.

SKILLS

• Team working skills and computer skills.

Languages:

Fluency in English and Arabic oral & written is required.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Others:

• The appointment is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

How to apply:

• Interested Internal candidates need to submit their application plus a cover letter to vacancyamman@iom.int their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number and position title as mentioned in the vacancy notice he/she applied for in the email Subject line. Any application without this information in the subject line will be excluded from the applications.
• Interested Internal candidates need to submit their application plus a cover letter to vacancyamman@iom.int their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number and position title as mentioned in the vacancy notice he/she applied for in the email Subject line. Any application without this information in the subject line will be excluded from the applications.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the Akhtaboot website: https://www.akhtaboot.com.

Posting period:

From 17 November 2022 – 01 December 2022

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