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Jr. Administrative Assistant

Keywords / Skills : Administrative Assistant, General Secretary

1 - 11 years
Posted: 2019-09-11

Nationality
Philippines
Industry
NGO/Social Services
Office Equipment/Automation
Paper
Any
Function
Admin/Secretarial
Role
Other Admin/Clerical/Secretarial
Education
Bachelors
Degree
Diploma
ITC
NTC
Vocational
Salary
420611 - 420612 PHP
Posted On
11th Sep 2019
Job Ref code
VN 064/2019
Job Description
Position Title: Jr. Administrative Assistant

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.

Context:

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

Core Functions / Responsibilities:
  • Assist the Sr. Common Services Assistant in the processing of government-related documents of international staff/ officials and their dependents by notifying and collecting the requirements for the renewal of DFA Protocol ID, driver’s license application and registration or renewal of personal vehicle.
  • Provide support in the management of the IOM offices through monitoring and purchasing of office supplies and utility needs including preparation of monthly purchase request, collecting of supplies request forms from MAC and Mission units, monitoring of delivery and inventory, and processing of monthly payment.
  • Obtain quote or proposal from vendors, prepare requisition and payment requests including ad hoc procurement requirements (for trainings, retreat, etc.).
  • Prepare monthly the request for payment for general security and janitorial service providers. Assist Accounts Payable in verifying with the service providers discrepancies in the invoice and supporting documents.
  • Monitor and update the records of IOM motor vehicles and personally owned motor vehicles of international staff.
  • Maintain the record of IOM official vehicles and coordinate with insurance broker the requirements for the renewal of vehicle insurance and processing of claim (if applicable).
  • Serve as the reliever of the receptionist.
  • Perform other related duties as may be required.


Required Qualifications and Experience

Education
  • 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.
Experience
  • Ability to handle a large volume of work efficiently and accurately under time constraints;
  • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
  • Excellent computer skills in MS Office applications.


Languages

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

Required Competencies

Values
  • 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. 
WHAT WE OFFER

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 https://www.iom.int/sites/default/files/vacancy/MAC/iom-personal-history-form1.xlsx


Interested applicants may send their applications to machrsupport@iom.int no later than 25 September 2019.

VN Number and Position Title (VN 064/2019 – Jr. Administrative Assistant) 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 https://bit.ly/2yWIaG8.
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