Project Admin Assistant-OIM عودة إلى الفرص

Position Title:                             Project Admin Assistant

Duty Station:                               Tunis, Tunisia

Classification:                              G3

Type of Appointment:              One Year Fixed-Term (12 months)

Estimated Start Date:               ASAP

Reference Code:                        VNTN2023-005

Organizational Context and Scope:

Established in 1951, IOM is a Related Organization of the United Nations. Dedicated to promoting humane and orderly migration for the benefit of all, IOM provides services and advice to governments and migrants. As the leading UN organization in the field of migration, IOM works closely with its governmental, inter-governmental and non-governmental partners on capacity building and advocacy for policy and legislative practices to ensure the protection of migrants.

Under the overall supervision of the Chief of Mission and the direct supervision of the Project Manager/Head of Protection and Health Unit, working closely other relevant colleagues in the Unit and in the Mission, the successful candidate will be responsible for providing effective and efficient administrative support to the Protection and Health Unit and relevant projects.

The Project Admin Assistant will undertake the following tasks

Core Functions / Responsibilities:

1. Support the Protection and Health Unit in the administrative and logistics aspects of project implementation. in compliance with IOM’s standards and procedures, as well as donors requirements;
2. Assist in the organization of  meetings with key local stakeholders (local Government institutions, CSOs, etc.) and the private sector, inter alia, taking minutes of the meetings;
3. Assist in preparing training work plans including logistics and budget, in coordination with the finance assistant and with the procurement unit;
4. Assist in preparing materials for events and training, ensuring all necessary equipment are procured and available and ensuring the set-up of the events rooms and reception of participants;
5. Organize an efficient filing system for the Unit, including for all administrative documents, maintaining a proper documentation and systematic tracking and filing systems of the projects administrative documents including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents;
6. Prepare purchase requests and all documents necessary for submitting payment requests on the Online Invoice Payable App (OIPA) in relation to all projects of the Unit, or for finalization of procurement procedures, including dead of donations;
7. Provide general admin and logistics support to the unit, including by assisting in preparing advance and settlement requests, as well as photocopying and scanning documents;
8. Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures;
9. Arrange the Protection and Health Unit project staff duty travels including the preparation of the Travel Authorizations; assure that Security Clearances are requested and received; book hotels and transport and prepare and submit to finance travel claims and follow up about their payment;
10. Perform other related duties as may be assigned

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: 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.

Required Qualifications:

Education & Experience

• High school diploma with three years of relevant professional experience; or
• Bachelor’s degree or Equivalent in Business Administration or other related field from an accredited academic institution with one year of relevant experience

• Experience in financial management, accounting, budgeting.
• Experience in administration and technical assistance to executives is an asset.
• Knowledge of SAP accounting system, generally accepted accounting principles and audit/review procedures is an asset.
• Prior work experience in an international organization and/or non-governmental organizations (NGO) is an advantage. Work with the private sector is also appreciated.
• Experience in Migration is desiderable.

Skills

• Capacity to work effectively and harmoniously within people at different levels within and outside organization and with colleagues from varied cultures and professional backgrounds;
• Candidate should be highly motivated with dynamic personality and the ability to work under pressure to meet deadlines;
• Ability to draft correspondence and communicate effectively;
• High level of computer literacy (MS Office Word, Excel and Outlook); experience in handling web-based management system;
• Ability to analyse and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency;
• Strong organizational and planning skills;
• Excellent time management skills;
• Attention to details and problem-solving skills;
• Capacity to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.

Languages:

Fluency in French, English and Arabic (written and spoken) is required.

Other:

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Vaccination against COVID-19 is required. This will be verified as part of the medical clearance process.

ADDITIONAL INFORMATION:

• Incomplete applications will not be considered. Applications received after the closing date will not be accepted.
• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• The list of accredited institutions can be found at https://www.whed.net/home.php