Position Title: Administrative Clerk
Vacancy Number: SVN/IOMSO/011/2023
Duty Station : IOM Somalia Support Office in Nairobi, Kenya.
Classification : General Service Category, Grade G3
Type of Appointment : Special Short Term, Nine Months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 20 April, 2023
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 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 of the Chief of Mission (CoM) and Head of Nairobi Support Office (HSO), and under the direct supervision of the Senior Administrative & Coordination Support Assistant, the successful candidate will assist in supporting the Chief of Mission and Head of Nairobi Support Offices’ activities. These include providing administrative & protocol support to the Nairobi Support Office & Somalia offices in coordination with the direct supervisor. The incumbent will also be working closely with other focal points and units including, the IOM KCO National Protocol Officer, Human Resources, Procurement & Logistics, Finance, and various suppliers/vendors e.g., DHL.
Core Functions / Responsibilities:
- UN Office in Nairobi:
- Assist the Senior Admin & Coordination Support Assistant in follow-ups with UN Office in Nairobi (UNON) for Protocol-related applications for international staff based in Nairobi.
- Assist in updating the Protocol Tracking sheet and monitoring the expiration dates for permits, visitor’s passes, driving licenses, diplomatic IDs, etc.
- UNLP Processing: Assist in physical and electronic filing of UNLP applications for international and national staff in Somalia and Kenya, as well as maintaining the Tracking Sheet.
- CoM & HSO Nairobi Offices support: Support the Senior Admin & Coordination Support Assistant with the preparation of meeting briefing notes, finalization of Travel-related requirements, e.g. accommodation bookings, trip files and follow up on travel expense claims with finance.
- Courier Services: Assist the Senior Admin & Coordination Support Assistant to provide staff members with DHL courier service support.
- Ledger Book management (referencing official documentation): Issue reference numbers for official letters/communications and maintain records.
- Conferencing Support: Support in managing the booking of conference rooms for Town Hall meetings, UNON Briefings, or trainings (virtual and in person).
- Correspondence Management (IOM Somalia mailbox): Support in monitoring the IOM Somalia general mailbox for urgent communications and flag these to the Senior Admin & Coordination Support Assistant for onward action.
- Provide support in directing/transferring external calls.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s Degree Social Science, Business Administration, Project Management, International Relations, or a related field from an accredited academic institution with 1 year of relevant professional experience; or
- High School Degree/Certificate in the above field from an accredited academic institution with three years of professional experience.
Experience
- Experience in administrative management & basic knowledge of financial & procurement processes.
- Experience in writing and editing communication and official letters.
- Experience in working with an international organization or a Non-Governmental Organization.
- Prior experience in minute-taking, writing official correspondences and supporting senior officials is an advantage.
- Experience in the usage of office software packages (ex. Outlook, Word, Excel, PowerPoint, Teams, Adobe etc.) & demonstrated knowledge of basic information technology.
Skills
- Good coordination, communication, and organizational skills.
- Time-management skills and ability to multi-task.
- Ability to maintain confidentiality and work in a multicultural environment.
Languages
- Fluency in English and working knowledge of Swahiliis required.
Required Competencies
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintain 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 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 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 special 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 neighbouring 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 neighbouring country located within commuting distance, and work permit, as applicable.
How to apply
How to apply:
you be interested, please submit your CV and Cover Letter via email address with subject of position title and SVN number (recruitmentsomalia@iom.int) before the closing date.
No Fees: IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee).
Posting period:
From 13.04.2022 to 20.04.2023
Only shortlisted applicants will be contacted.