Administrative Assistant – G4

Vacancy Notice

Open to Internal and External Candidates

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Organizational 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:

• Maintain various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting;
• 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.
• 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;
• Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor and Administrative Assistant Supervisor if applicable;
• Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements;
• Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel and Responsible of the Daily Subustance Allowance (DSA ) and transportation calculation for participants in workshops, meetings, and training
• Assist in PRFs and Request for Paymnet (RFPs) for all procurement requests within MHAC.
• 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.
• Prepare Letters of Invitation for Jordan government officials to attend official trainings and workshops related to the project.
• Prepare certificates of participation, while obtaining the appropriate signatures.
• 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.

Education & Experience:

• Bachelor’s degree in Administration Management/ Medical Administration, with minimum three years of relevant professional experience. Or
• Completed Diploma/Secondary school, Certificate in related fields, with minimum five years of relevant professional experience.
• 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 & Technical:

• Team working skills and computer skills

Languages:

Thorough knowledge of English and Arabic

Required Competencies

Values:

• Inclusion and respect for diversity respects and promotes individual and cultural differences.

• encourages diversity and inclusion wherever possible maintain 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

Other:

Any offer made to the candidate in relation to this vacancy notice is subject to funding

confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment

and verification of residency, visa and authorizations by the concerned Government, where

applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be

provided by the applicant.

How to apply:

• Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to [email protected] , their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number in the subject line. Any application without this information in the subject line will be excluded from the applications. Only shortlisted candidates will be contacted. Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN/JOR/011/2023.
• Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website, referring to this advertisement Akhtaboot # 155588 , for an application to be considered valid,

IOM only accepts online profiles duly completed in Akhtaboot website for External Candidates.

Posting period:

From 13 February 2023 – 27 February 2023

No Fees:

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

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