Open to Internal and External Candidates
| Position | : Administrative Assistant (1 Position) |
| Organizational Unit | : Humanitarian Hubs (HH) |
| Duty Station | : Maiduguri, Nigeria. |
| IOM Classification | : G3 |
| Type of Appointment | : Special Short-Term (SST) 6 months with the possibility of extension |
| SVN No. | : SVN2024.52 |
| Estimated Start Date | : As soon as possible |
| Closing Date | : 27.06.2024 |
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.
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.
Context:
Under the overall supervision of the Humanitarian Hubs Project Coordinator and direct supervision of the Senior Humanitarian Hubs
Operations Assistant, the successful candidate will be responsible for the provision of general administrative support to the Humanitarian Hubs operations including but not limited to organizing with support units (maintenance, procurement, Operation team, etc.) on support needed by the hubs operations from the support units.
Core Functions / Responsibilities:
- Ensure the reception area is always well organized and presentable.
- Assist in the timely preparation and submission of purchase requests of the Humanitarian Hubs Program to the Procurement Unit. Follow-up the status of the processing of the hubs’ purchase requisitions and payment requests of the humanitarian hub. Make necessary follow-up with the relevant support units whenever necessary.
- Assist in the inventory stocktaking for all consumable supplies ordered and utilized by the humanitarian hubs in its operation. Support random inspection and inventory count of the hubs stores to mitigate fraud and pilferage. Provide clerical support to the hubs’ stores for the proper monitoring of the expiration dates of items.
- Assist the warehouse team with the registration/tracking of waybills and GRNs of all inbound commodity movements as well as waybills and other shipping documents including security clearances whenever applicable, of all outbound commodity movements.
- Support in drafting the security clearance requests for all shipments of goods and supplies to the field hubs by the humanitarian hubs.
- Support collaboration with the Operations team and the Deep fields Hub Facilitator for the Fuel arrangement and documentation.
- Assist in checking the hub maintenance and supplies in coordination with the Maintenance team. Assist to organize repair of office equipment as needed.
- Perform such other duties as may be required.
Required Qualifications and Experience
Education
- High School Diploma with three (3) 2 years of relevant professional experience.
- Bachelor’s degree in Business Administration, Logistics, or related fields with one (1) year of relevant professional experience
Experience
- Relevant working experience in the UN system or non-governmental organizations in the same field
- The job requires the incumbent to show competency in teamwork, reliability under pressure, capacity to handle several tasks of varying priorities at the same time, and careful observance of technical guidelines.
Skills
- Experience in the usage of computer, office-based packages Ms. Word, Excel, Outlook
- Proactive
Languages
- For all applicants, fluency in English is required (oral and written).
Desirable
- Working Knowledge of Hausa and other local languages
Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values – All IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respect and promote individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintain high ethical standards and act 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, and makes people feel safe, respected, and fairly treated.
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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.
Other
Only candidates residing in the country of the duty station and within commuting distance of the duty station will be considered.
An appointment will be subject to certification that the candidate is medically fit for appointment, confirmation of all documents, and security clearances.
The appointment is subject to funding confirmation.
Women with the above qualifications are encouraged to apply.
How to apply:
Interested candidates are invited to submit their applications via email to [email protected] indicating the position and location applied in the subject line by Thursday, 27 June 2024, and follow this link: https://forms.office.com/e/k4SU8rUCtB
For the applications to be considered valid, IOM only accepts applications with a cover letter of not more than one page specifying the motivation for application, addressed to Human Resources, International Organization for Migration (IOM), and with a subject line SVN2024.52 Administrative Assistant (HH) Maiduguri G3.
All applications should include a functional email address, mobile numbers, and detailed curriculum vitae (CV).
Please note that this position is open only to Nigerian National applicants and only shortlisted candidates will be contacted.
Posting period:
From 14.06.2024 to 27.06.2024
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.
