International Organization for Migration (IOM) Libya à Tunis recrute Administrative Assistant (Offre en anglais) عودة إلى الفرص

Position Information 

• Posting Channel : Internal/NMS
• Vacancy Announcement : LY20/2015/01
• Position title : Administrative Assistant
• Position grade : G5
• Duty station : IOM Libya in Tunis, Tunisia
• Appointment Type : Special Short Term for 9 months
• Seniority band : III
• Job family : Support
• Organizational unit : Resource Management Unit
• Position rated : August 2015
• Subject to rotation : No
• Reporting directly to : Resource Management Officer
• Managerial responsibility : No
• Directly reporting staff : 0

Organizational Context and Scope 

Under the direct supervision of the Resource Management Officer and the overall supervision of the Chief of Mission, the incumbent will be responsible and accountable for providing necessary general support to financial, human resources functions and administrative functions of the IOM Libya mission in Tunis.

Responsibilities and Accountabilities

Financial Tasks

• Assist in maintaining Libya office’s accounts, including entering of payments, receipts
  and non-cash vouchers in IOM accounting system “SAP”;
• Follow up on the timely submission of accounting reports to the regional office in Cairo;
• Prepare check/cash payments and disbursing funds;
• Prepare credit memo for telephone calls and fuel usage used for personal use;
• Assist in the preparation of donor financial reports;
• Prepare monthly payroll for national staff;
• Record keeping and maintenance of all vouchers and supporting accounting documents, in accordance with IOM guidelines;
• Ensure an effective management of the cash flow;
• Manage Petty cash fund in Tunis.

Human Resources Tasks

• Provide daily assistance to the RMO on various human resources matters;
• Assist in reviewing the contractual status of national staff and/or consultants, in order to ensure contracts are prepared on timely basis and reviewed before the deadline;
• Assist in the recruitment of GS staff by ordering applications and arranging preliminary interviews;
• Assist in providing interpretation of human resources instructions and Staff Regulations and Rules;
• Maintain the personal files of staff;
• Prepare and submit administrative reports to Panama on monthly basis.

Administrative Tasks

• Draft and prepare correspondence related to administrative matters;
• Receive incoming and forward all outgoing correspondences;
• Receive and orient guests and visitors in the Office;
• Perform general office duties such as making photocopies/scanning documents, operating office machines;
• As travel focal point, arrange for hotel bookings, flight reservations, issue travel
  authorizations, liaise with UNDSS for security clearances;
• Perform other duties as may be assigned.