Core Functions / Responsibilities:

1. Assist program in processing Purchase Request Forms (PRF), Stock Release Forms (SRF), payment vouchers, construction project skilled and unskilled labor timesheets, ensuring all are tracked/followed up with relevant unit and appropriately filled.
2. Support the administrative coordination of monthly PRF submission for transportation, construction project materials, labor wage payment and other regular sub office costs ensuring timely submission to logistics/finance unit
3. Maintain financial documents/files and record/maintain updated filling system easily accessible.
4. Assist in making travel arrangements of staff for field visit, processing Travel Request, and booking venues for meetings, conferences, and events.
5. Prepare and follow up on all administrative forms (Timesheets, Leave Requests, Travel Request, Road Mission Requests, Procurement Requests, and other forms) related to ESNFI/DRR project.
6. Provide clerical assistance in the recruitment process of staff and consultants. Liaise with IOM HR unit to follow up on contracts issuance or extensions, as well as maintenance of various personnel records and files are up to date, receives and send pouch for ESNFI programme and sub offices.
7. Provide clerical administrative and finance support to programmatic events, monitor budget and expenses and update budget related information.
8. Assists ESNFI Programme with random data collection in term of supply/procurement specific services or goods on needs basis.
9. Maintain regular contact with sub offices and communicate administration and financial issues to program.
10. Provides administrative and logistics support to programmatic events.
11. Provide informal translation of short documents and notes.
12. Any other related task that may be assigned by the supervisor.

Required Competencies

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

Values - all IOM staff members must abide by and demonstrate these three 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 2

• 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.