JOB DESCRIPTION

The role of the Administrative Assistant is to:

1. Assist the Migration and Health Division (MHD) in financial and logistic aspects of the projects of the unit in compliance with IOM’s standards and procedures, as well as donor requirements.
2. Assist the Head of the Unit/Migration Health Officer  and the project team leader in the control and monitoring of the projects activities and budget consumption and forcast.
3. Assist to Verify that project expenses respect the donor’s eligibility criteria and that expense documentation is complete and in line with the donor’s requirements, both for the financial, as well as the administrative documentation that make up the requests for reimbursement, including for IOM project partners. Identify inconsistencies and recommend appropriate course of action;
4. Ensure timely coordination with the procurement and finance units for the follow-up of all the financial aspects of the activities related to MHD unit project implementation, including follow-up on conclusion of contracts with service providers, on procurement of required items, on submission of payment request and on processing of payments, timely settlement of operational and travel advances with a view to contributing to ensuring the timely payment to all suppliers;
5. Assist in preparing training work plans including logistics and budget, in coordination with the finance assistant and with the procurement unit;
6. Assist in the organization of meetings with key local stakeholders (local Government institutions, CSOs, etc.) and the private sector, inter alia, taking minutes of the meetings;
7. Assist in preparing materials for events and training, ensuring all necessary equipment are procured and available and ensuring the set-up of the events rooms and reception of participants;
8. Organize an efficient filing system for the Unit, including for all administrative documents, maintaining a proper documentation and systematic tracking and filing systems of the projects administrative documents including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents;
9. Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures;
10. Contribute to the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures;
11. Provide general admin and logistics support to the unit, including by assisting in preparing advance and settlement requests, as well as photocopying and scanning documents
12. Prepare purchase requests and all documents necessary for submitting payment requests on the Online system WAVE in relation to all projects of the Unit, or for finalization of procurement procedures, including dead of donations;
13. Perform any other duties as may be assigned.

EDUCATION

• Bachelor’s degree in Administration Management/ Medical Administration or a related field from an accredited academic institution with at least two years of relevant working experience.

EXPERIENCE

• Knowledge and experience in administration, procurement or accounting;
• Working with refugees/migrants in a medical setting is an advantage;
• Knowledge of accounting systems, generally accepted accounting principles and audit/review procedures is an asset.
• Previous working experience with NGOs or international organizations is an  advantage;
• Demonstrate accuracy in handling and reporting data.

SKILLS

• Capacity to work effectively and harmoniously within people at different levels within and outside organization and with colleagues from varied cultures and professional backgrounds;
• Ability to draft correspondence and communicate effectively;
• High level of computer literacy (MS Office Word, Excel and Outlook); experience in handling web-based management system;
• Ability to analyze and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency;
• Strong organizational and planning skills;
• Excellent time management skills;
• Attention to details and problem-solving skills;

LANGUAGE

• For all applicants, fluency in English, French and Arabic  is required (oral and written).