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Jr. Administrative Assistant (Common Services)

Keywords / Skills : Administrative Assistant, Admin Assistant, General Secretary

1 - 11 years
Posted: 2019-09-11

NGO/Social Services
Office Equipment/Automation
Receptionist/Front Desk
Other Admin/Clerical/Secretarial
420611 - 420612 PHP
Posted On
11th Sep 2019
Job Ref code
VN 065/2019
Job Description
Position Title: Jr. Administrative Assistant (Common Services)

Duty Station: Manila, Philippines

Classification: General Service/G-3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: September 25, 2019

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.


Under the overall supervision of the Resources Management Officer and direct supervision of the Sr. Common Services Assistant of the Common Services Unit, the successful candidate will be responsible with common services related issues and day-to-day management of the IOM office premises.

Core Functions / Responsibilities:
  • Provide general administrative support in the management of the IOM office, housekeeping and utility for MAC and Mission:
  • a. Coordinate and verify the weekly report/ job order submitted by the in-house contractor including preparation of service request for repair and renovation within the IOM premises.
  • b. Monitor the general office supplies and utility needs of the office such as drinking water, water dispensers, fire extinguishers, emergency lights, etc. including inventory, repair and recommend the updating of equipment.
  • c. Process request, obtain quotations, prepare procurements docs and completion report on renovation and improvement works and other common needs within the office (areas such as in the pantry, meeting rooms, etc.)
  • d. Manage the serviced printers by tracking changes in the location of the equipment, processing of new application and other issues related to the managed printing services/ provider.
  • In coordination with the Local procurement unit, prepare request for quotation and submit recommendation on purchases related to office equipment, external services/ providers such as janitorial and security services, and office maintenance including carpet cleaning, pest control and preventive maintenance of AC units. Coordinate with the Accounts payable unit on issues or discrepancies related to payment/ invoice.
  • Manage the IOM landline/ trunk line and issued postpaid lines and handsets. Prepare and submit to the network/ service provider the requirements for new application; maintain and track monthly the list of IOM lines and assignee; and coordinate with the service providers complaints or issues related to data, SMS and billing charges.
  • Act as the focal person on the storage management of IOM files and boxes. Process request for pick up and delivery of boxes/ files, prepare the monthly billing and maintain the inventory of files stored by MAC units and Mission. Endorse to the RMO the list of files to be disposed in compliance with internal policy and in coordination with concerned units.
  • Provide support to the Sr. Common Services Asst. in the facilitation of the visa renewal of international staff / officials and their dependents, and securing quotation for the shipment of personal effects ad household goods.
  • Assist the Sr. Common Services Asst. with the lease and service agreements by coordinating with unit owners and external service providers and with IOM Legal Division.
  • Perform other related duties as may be required.

Required Qualifications and Experience

  • University degree in Business Administration or any related field from an accredited academic institution, with one year of relevant professional experience in administrative work; or
  • Completed High School degree from an accredited academic institution, with three years of relevant professional experience. 
  • Preferably two-year experience as filing clerk. 


Fluency in English is required. Working knowledge of French and/or Spanish an advantage.

Required Competencies

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • 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.
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. 

IOM offers a tax-free salary and attractive benefit package, a challenging career opportunity and potential for international travels/assignments of short or long duration.

Annual Leave: 2.5 working days per completed month of service

Sick Leave: 2 working days per completed month of service

Compassionate Leave: 3 days leave in the event of the death of immediate family members (spouse, child, parents and siblings), additional 2 days if the staff member requires to travel

Maternity Leave: 16 consecutive calendar weeks with full pay or 20 weeks for multiple births

Paternity Leave: 8 weeks with full pay or 12 weeks for multiple births

Adoption Leave: 8 weeks with full pay for adoption of single child or 12 weeks for multiple children

Compensation Plan: an insurance coverage for occupational accidents and illnesses (paid by IOM)

Medical Service Plan (MSP): an insurance coverage for non-occupational accidents and illnesses (medical/dental/optical) on contributory basis (monthly premium shared by IOM and staff member)

United Nations Pension Fund (UNJSPF): aims to provide participants at retirement age with pensions as an income replacement. It also provides participants with social security coverage in case of death in service or disability. A compulsory pension scheme maintained by contributions between IOM and the staff member (7.9% of the gross pensionable salary)

Dependent Child Allowance: PhP 20,526 net per annum per child up to maximum of six children (payable in monthly instalments) and subject to terms and qualifying conditions

Other allowances: Overtime, Night Differential, Transportation Allowance (for rendered overtime beyond 10:00pm)

Flexible work hours: which start from 7:30 to 9:30am; 8 hours per day, 40 hours work per week, Monday to Friday

Staff Development and Learning (I-Learn): IOM has a dedicated unit which provides staff members access to a range of learning opportunities including on-line courses, face-to-face training, blended curricula, videos, webinars and reading materials.

How to apply:

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé highlighting the required education and experience or a duly completed IOM Personal History Form. To access the form, please visit

Interested applicants may send their applications to no later than 25 September 2019.

VN Number and Position Title (VN 065/2019 – Jr. Administrative Assistant (Common Services)) should be specified in the SUBJECT field.

Only short-listed candidates will be invited for an interview.

Posting period:

From 11.09.2019 to 25.09.2019

About Company

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.

Know more about IOM, visit our website at
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