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Admin Assistant - JLMP


Job Overview

  • Accounting/Finance, Administrative/Clerical, Secretarial
  • Full time
  • As per UN Salary Scale - G5
  • Addis Ababa, Addis Ababa
  • Mid-Level-Experienced

Job Description


Vacancy No.

:

IOM-SVN/0010/2019

 

Position Title

:

Admin Assistant - JLMP

 

Duty Station

:

Addis Ababa, Ethiopia            

 

Classification

Type of Appointment

:

:

G-5

SVN, Six months with possibility of extension

 

Estimated Start Date

:

As soon as possible

 

Closing Date

:

Feb 18, 2019

 

 

Organizational Context and Scope

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 and Scope of the Position

Under the general supervision of the IOM JLMP Program Coordinator and under the direct supervision of the AUC Senior Policy Officer, JLMP Programme Coordinator in Addis Ababa, the successful candidate will be tasked to carry out administrative and logistical duties related to the African Union (AU)-International Labour Organization (ILO)-International Organization for Migration (IOM)- Economic Commission for Africa (ECA) Joint Programme on Labour Migration Governance for Development and Integration (the Joint Labour Migration Programme or JLMP) and other activities when needed.

 Core Functions / Responsibilities: 

  1. Provide direct support on administrative work related to JLMP implementation to facilitate smooth and timely delivery of planned activities
  2. Coordinate with Procurement, Finance, HR, and Logistics units of the AUC and IOM Addis Ababa to provide response to JLMP requests from the AUC and IOM during the required timelines.
  3. Prepare and follow up on payment vouchers and purchase requests and make sure payments and procured items are delivered on time to avoid any delay in the implementation of JLMP activities.
  4. Assist AUC and IOM staff members with the preparation of Travel Authorizations, settlement of Travel Expense claims and coordinate with AUC and IOM Staff Travel units for all staff official travel bookings. Coordinate with AUC and IOM Finance Departments to facilitate the payment of Travel Advance and Settlements to AUC and IOM staff members after process completion at the AUC and/or IOM main office.
  5. Coordinate all logistical needs of the AUC and IOM JLMP programme staff, including communication, transportation, etc.
  6. Analyze and reconcile various Service Provider accounts such as travel bills, mobile phone bills, accommodation bills and AUC/IOM Charter invoices with a view to ensure that invoices are accurate, projects are charged a true and fair cost of their usage, any private usage is duly recovered /reimbursed.
  7. Ensure that all visibility material required by the donors, AUC and IOM are procured and sent to workshop/conference/meeting locations. Also, liaise with relevant focal points to monitor the proper use of materials.
  8. Maintain the AUC/IOM mission accounts, including entering of payments, receipts and non-cash vouchers in the accounting system; verify integrity of all data posted in PRISM;
  9. On a weekly basis, produce financial report and submit to Finance unit in the preparation of the month-end closure of accounts;
  10. Assist in the preparation of reports and other relevant documentation for the AUC and IOM Addis Ababa missions to the relevant HQs, departments and/or Administrative Centres, as appropriate;
  11. Assist in the preparation of the budget performance reports; analyse variances between approved budgets and actual expenditures and bring to the supervisor’s attention any material discrepancies;
  12. Provide technical guidance to AUC and IOM staff on administrative and financial procedures and instructions.
  13. Bring to the attention of the AUC/RMO any relevant financial issues and propose corrective actions;
  14. Any other duty within the incumbent's capabilities as assigned by supervisors.

Job Requirements

Educational Qualification     

  • University Degree in Social Sciences, business administration, accounting or other relevant field. 

 Professional Experience 

  • Five years of relevant professional work experience
  • Proven experience in record keeping, reporting and project implementation,
  • Ability to coordinate project activities with input from colleagues and external partners for the achievement of results,
  • Ability to prepare clear and concise reports,
  • Ability to build relations with local government authorities, civil society, beneficiaries and other stakeholders,
  • Ability to work independently according to established structures and guidelines, including administrative requirements, and maintain coordination with colleagues and supervisor,
  • Personal commitment, drive for results, efficiency and flexibility and
  • Ability to work effectively and harmoniously in a team and with colleagues from varied cultures and professional backgrounds.

Languages 

  • Thorough knowledge of spoken and written English
  • Working knowledge of French and/or Spanish is an advantage.

Values and Competencies

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

 Values:

  • Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible. 
  • Integrity & 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:

  • 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.

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

Interested candidates are invited to submit their application/ motivation  letter enclosed with only detail CV written in English  via our e-mail address RECADDIS@IOM.INT, by February 18, 2019 at the latest, referring the position title and Vacancy number in the subject line of your email; no photocopies of educational/training certificates is required at this stage; applicant who doesn`t follow the required application procedure will automatically be disqualified from the competition.

 Only shortlisted candidates will be contacted.

 We strongly encourage qualified women to apply!

 


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