DR 019/2023

Administrative Assistant

Manila (Global) Administrative Centre (MAC)

Philippines

Open to Internal and External Candidates

Job classification : General Staff

Grade : Ungraded

Duty station : Manila (Global) Administrative Centre (MAC)

Type of Appointment : Special Short Term-Ungraded

Closing date : 26 Apr 2023

Duration of Assignment : Six months with possibility of extension

Salary : Php 40,000 per month net of taxes (all-inclusive)

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.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context

Under the overall guidance and supervision of the Legal Counsel and the Division Head, Contract Division, Office of Legal Affairs (LEG-CR), and under the direct supervision of Unit Head, Manila Unit, LEG-CR, in coordination with the Office of Legal Affairs at Headquarters and its Panama Unit, the successful candidate will be responsible on various administrative and legal aspects of the organization such as, but not limited to, processing contracts and corresponding with Missions.

Core Functions / Responsibilities

•  Receive all incoming requests and queries to LEG-CR from IOM colleagues and external parties, including LEG-CR’s inbox. Receive telephone calls and refer to the relevant legal officer.
•  Assist with completion of information in the tracking matrix, and maintenance of electronic and hard copy files and records for the department. In particular, improve and maintain the existing filing system for documents reviewed and approved by LEG CR and signed by IOM.
•  Assign checklist codes under the supervision of National Officers.
•  Update calendars, create and maintain assignment schedules.
•  Assist the LEG Contract Division in updating and uploading contract templates on the intranet.
•  Provide other general administrative assistance to all staff members of LEG CR, including assistance in travel arrangements, processing travel requests and expense claims on PRISM, monitor departmental timekeeping records. Assist in organizing conference calls or meetings. Participate in meetings and prepare minutes.
•  Database Maintenance: to update the index/table of contents of the LEG database. This will involve the following actions:
  •  Coordinate with LEG officers who upload/maintain files.
  •  Backup/archive copies of the old files.
•  Update the LEG Database index/table of contents in OneNote (or any other platform/app) which contains a list/description of the files in the LEG Database.
•  Perform other duties and responsibilities as required.
•  Assist with data collection for Department statistics.

Education

•  University degree in Political or Social Sciences, Law and/or Business or Public Administration or any related field from an accredited academic institution, with one year relevant professional experience in administrative support in legal department; or,
•  Completed High School degree from an accredited academic institution with three years of relevant professional experience.
•  Exposure in international organization an advantage.

Experience

•  Proficient in MS Office and other IT applications; working knowledge of SAP an advantage.
•  Editing skills in English (French/Spanish an advantage).
•  Translation skills English – French – Spanish an advantage.

Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values

Inclusion & respect for diversity

•  Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
•  Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
•  Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
•  Challenges prejudice, biases and intolerance in the workplace.

Integrity & transparency

•  Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
•  Delivers on commitments; manages the organization’s resources reliably and sustainably.
•  Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
•  Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
•  Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

Professionalism

•  Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
•  Seeks to raise professional standards in self and others through daily work and activities.
•  Adapts quickly to change and is decisive and versatile in face of uncertainty.
•  Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
•  Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies

Accountability

•  Accepts personal responsibility for quality and timeliness of work.
•  Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
•  Operates in compliance with organizational regulations and rules.
•  Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

Communication

•  Presents information using language and sequence of ideas that is easy for recipients to understand.
•  Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
•  Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
•  Listens carefully and genuinely to the views and positions of others; acts on received information.

Managing and sharing knowledge

•  Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
•  Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
•  Puts new learning into practice and draws on diverse sources of ideas and inspiration.
•  Contributes to the identification of improvements to work processes and assists in implementing them.

Teamwork

•  Establishes strong relationships with colleagues and partners; relates well to people at all levels.
•  Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
•  Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
•  Coordinates own work with that of the team to meet agreed priorities and deadlines.

Delivering results

•  Produces quality results and provides quality services to clients.
•  Meets goals and timelines for delivery of products or services.
•  Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
•  Shows understanding of own role and responsibilities in relation to expected results.

How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 26 April 2023. VN Number and Position Title (DR 019/2023 – Administrative Assistant) should be specified in the SUBJECT field.

IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.

Only shortlisted candidates will be contacted.

Kindly note that this position is subject to funding availability.