Administrative Associate (ESNFI Cluster)

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates, For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates

Second tier candidates include:

All external candidates, including those on third party contract (CTG).

Under the overall supervision of Cluster Co-Coordinator (ESNFI) and direct supervision of National Programme Officer (ESNFI Cluster), the incumbent will be responsible for cluster administrative activities and will cover any coordination role as per the need. ES-NFI Cluster Admin Focal Point will further maintain close communication within National Cluster Coordination Team, Sub-National Coordination Teams, and cluster partners to enhance coordination.

Core Functions / Responsibilities:

• Confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential, or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation, and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the ES-NFI Cluster unit.
• Research, compile, and organize background information and reference materials from various sources for reports, collect updates from different regions and develop regional situation reports.
• Monitor and process administrative actions as required by Resources Management unit (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems.
• Create and maintain the ES-NFI Cluster filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; and,
• Perform other duties as required.

Education

Bachelor’s degree in Business Administration or a related field from an accredited academic institution with three years of relevant professional experience

or

High school/College diploma in the above fields of studies with Five years of relevant professional experience.

Experience

• Progressive experience in arranging and coordinating meetings, conferences, workshops, trainings, and drafting of minutes.
• Maintaining of filing and archiving, drafting of letters, and record keeping
• Proven experience in data consolidation and reporting
• Sound understanding of the processes for administrative tasks required by resource management unit including human resources, contracts, procurement, accounting finance and logistics.
• Demonstrated knowledge of Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in UN Cluster Coordination System is a strong advantage.

SKILLS

• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Effective communication skills to interact with cluster teams and partners Properly.
• Organize cluster events accordingly and maintain a professional cluster approach.
• Time management, ensure proper planning for activities and executing them efficiently.
• Ability to handle multiple tasks simultaneously.

Languages

• For all applicants, fluency in English is required (oral and written).
• Working knowledge of Pashto or Dari is required.
• Fluency in all national language(s) are highly advantages.

Note: Qualified female candidates are highly encouraged to apply.

Required 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: 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 – Behavioural indicators

• 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.

Interested candidates are required to apply through the below online Form. Also, please take note that IOM does not accept applications in hard copies.

Before filling up the online Form, the candidate must carefully read the advertisement. Please proceed to fill the online form only if you meet the minimum requirements stipulated in the advertisement.

Applicants are advised to fill in all mandatory fields otherwise they will not be able to submit the application and should fill their correct and active e-mail address in the online application as any correspondence will be made by IOM through e-mail only.

Applicants are advised to submit only one application for a particular post. The indicated requirements, qualifications and experience are the minimum and the mere possession of the same does not entitle candidates to be called for written assessment or oral interview.

Note: Due to the high volume of applications received, only shortlisted candidates will be contacted by HR department to submit resume and Motivation Letter. Please ensure that the e-mail address and phone number that you will indicate in form is accurate.

If you agree with above, please proceed to the below online application form.

Posting period:

From: 01.04.2024 to 15.04.2024

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 account.

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