SPECIAL VACANY NOTICE

Open to Internal and External Candidates

Position Title: Administration Assistant

Vacancy Number: SVN/IOMSO/027/2023

Duty Station: Mogadishu, Somalia.

Classification: General Service Staff, Grade G4

Type of Appointment: Special Short term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 3 October 2023

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 Senior Programme Coordinator (Community Stabilization), and under the direct supervision of the National Officer (CSU Administration), the Unit seeks to recruit an Administration Assistant. The successful candidate will be responsible for providing clerical support to CSU administration including raising travel requests, purchase requisition forms, travel expense claims, payments for vendors, supporting the other administration colleagues keep track of all ongoing tasks among many other tasks, and based in Mogadishu.

Core Functions / Responsibilities:

1. Carry out administration tasks within the office, including all required procurement and finance tasks.

2. Monitor stocks of office supplies and report the stock level for replenishments to the National Programme Officer (CSU Administration) and Senior Administration Assistants (such as printers, printer ink, printing paper, laptops, tables, and desks etc.)

3. Prepare monthly update spreadsheet for all administrative tasks and submit them to the National Programme Officer (CSU Administration) and Senior Administration Assistants.

4. Scan and process vendor payments through OIPA system for all Community Stabilization Unit payments generated from the sub-offices and within Mogadishu.

5. Verify invoices as per established organization processes and approvals including all implementing partner’s payments.

6. Support and follow up upon the request of individual staff’s Travel Authorization and Travel Expense Claims for timely filing and completion.

7. Set up and maintain internal database, filing system, store and manage data and information relevant to the scope of programme/project activities.

8. Assist in implementation of project/programme administrative tasks, including organizing meetings, workshops, training, conference, etc.

9. Follow up on the procurement process and documentations; Step by step from acquisition stage, PRF system inputs, up to delivery of goods/services.

10. Provide training on the administrative tasks to new staff when requested.

11. Perform such any duties as may be assigned.

Required Qualifications and Experience

Education

• University degree, preferably in Social Science, Business Administration, or a related field from an accredited academic institution with at least one two years of relevant professional work experience; or,

• Completed High School degree in the above fields with three four years of relevant professional experience.

Experience

• Thorough understanding of IOM Administration and Finance processes, rules, and regulations.

• Excellent communication and negotiation skills.

• Demonstrated ability to maintain integrity in performing responsibilities assigned.

• Ability to pay close attention to details, take initiative and work with minimal supervision.

• Knowledge in using office equipment and excellent knowledge in Microsoft Windows. Prior experience in usage of SAP an added advantage.

Skills

• Knowledge in using office equipment and excellent knowledge in Microsoft Windows. Prior experience in usage of SAP an added advantage.

• Excellent communication and negotiation skills.

Languages

• Fluency in English and Somalia is required. Working Knowledge of Arabic is desirable.

Required Competencies

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

VALUES - All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

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.

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 - 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 actions 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.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to apply

How to apply:

Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to: recruitmentsomalia@iom.int

Posting period: From 20th September 2023 to 3rd October 2023.