Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context
Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the National Common Services Officer, the Common Services Assistant shall perform general administrative tasks, office maintenance, and report preparation support.
Core Functions / Responsibilities
GENERAL ADMINISTRATIVE TASKS
- Provide general administrative support in the management of the IOM office, housekeeping and utilities for MAC
- Handle communications, arrange meetings, take meeting notes and follow up for the pending tasks.
OFFICE MAINTENANCE
- Facilitate IOM door access to staff and visitors with prior approval from the Head of the Unit and the Office of Staff Security (OSS) respecting the established office security protocol.
- Assist in the management of the schedules of IOM drivers and messengers.
- Schedule and monitor daily trips/errands of drivers and messengers.
- Provide supporting documentations for over time requests filed by the drivers and messengers.
- Prepare transportation service request for airport transfers of incoming/outgoing IOM staff and visitors
- Prepare requests for IOM vehicles service maintenance and ensure that this is done on a regular basis.
- Ensure that supplies i.e. office supplies and cleaning are monitored and are replenished.
- Perform purchase related tasks as follows:
- In coordination with the Local procurement unit, prepare Purchase Requests
- Prepare Request for Payments (RFP) for service providers
- Coordinate with the Accounts payable unit on issues or discrepancies related to payment/ invoice.
- Assist in the maintenance of the unit’s Intranet and Sharepoint pages
- Serve as Intranet focal point for the MAC Common Services section on the Intranet Portal.
- Coordinate with the Intranet and SharePoint teams for any updates, issues, and requirements.
- Upload documents and update sections related to the Unit, as needed.
- Assist in the preparation and maintenance of high-quality documentation such as operations manual that meets applicable standards and is appropriate for its intended audience.
- Update and maintain large distribution lists
- Monitor, prepare, and distribute Advisories, using MailChimp.
- Provide support in the management of messages received in the MAC Common Service mailbox.
- Take ownership of inquiries, issues and/or requests sent to the MAC Common Services’ mailbox.
- Open, respond to, update, and resolve inquiries, issues and/or requests received from colleagues and vendors.
- Provide support by giving either immediate information or workarounds for requests or issues.
- Analyze and coordinate with the colleagues to appropriately address issues, inquiries or requests.
- Provide support to Department/Unit Managers
- Coordinate and follow up with Department/Unit Managers regarding the submission of documents for payment of services rendered by the vendor.
- Maintain, update and reconcile attendance record for staff consultants on monthly basis.
- Ensure regular updates of staff list and share the report.
- Provide liaison assistance to staff and IOM
- Provide support in the facilitation of the required documents for incoming international staff / officials and their qualified dependents.
- Liaise with Philippine Foreign Service Posts to expedite visa application processing of IOM staff and qualified dependents.
- Prepare necessary documents related to incoming official shipments of the organization to be submitted to the appropriate government agencies.
- Facilitate the requests for issuance of the airport passes for IOM operations staff and IOM officials.
- Liaise with appropriate government agencies and Embassies on issuance of local licenses for International Officials.
REPORTS PREPARATIONS
- Assist in the preparation of administrative reports that may be required.
- Provide assistance in preparing reports required by government agencies.
- Perform other duties as may be assigned.
Education
- Completed University degree in Business Administration, Mass Communications, or any related field of study with two (2) years of relevant professional experience; or,
- Completed High School degree from an accredited academic institution, with four (4) years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Work experience from a multicultural organization an advantage.
- Commitment, efficiency, self-motivation, creative thinking and strong organizational skills
- Flexibility, diplomacy, and good customer relations.
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
- Computer literacy including proficiency in MS Office applications and MailChimp.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion and respect for diversity
Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
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.
Courage
Demonstrates willingness to take a stand on issues of importance.
Empathy
Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies
Accountability
Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication
Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managing and sharing knowledge
Continuously seeks to learn, share knowledge and innovate.
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.
How to apply
Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.
FEES
IOM does not charge any fees at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.