Admin Assistant (Public Relations)

Position Title: Admin Assistant (Public Relations)

Duty Station: Doha, Qatar

Classification: General Service Staff, G-4

Type of Appointment: One Year Fixed Term, with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 12 September 2024

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. 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 as well as applications from the non-represented member countries of IOM. 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.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo

(the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See;

Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar;

Marshall Islands; Micronesia (Federated States of); Namibia; Nauru;

Palau; Saint Kitts and Nevis; Solomon Islands; Suriname; The Bahamas;

Tonga; Tuvalu; Uzbekistan; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Administrative Officer (Staff Support) and direct supervision of the Staff Internal Coordinator, the successful candidate will be responsible and accountable for providing support and assistance in the day-to-day operations of the Administrative Unit.

Core Functions / Responsibilities:

• Liaise with respective Government departments such as the Ministry of Foreign Affairs (MOFA), Ministry of Labor (MOL), Ministry of Interior (MOI), Immigration, Airport Authorities, Customs, Traffic Department, etc. to process staff visas, Qatari IDs (QID), driving licenses, vehicle registration/transfers and airport operations during clearance of shipments for imports/exports and reception for IOM staff members and their dependents, ensuring proper record keeping and correspondence and timely application of established Standard Operating Procedures (SOPs).
• Undertake regular physical visits to local authorities to follow-up on the status of applications submitted to the respective Government departments.
• Assist in preparation of documentation related to processing of staff visas, QIDs, shipment clearances, driving licenses and vehicle registration/ownership change.
• Extract all newly issued visas from the portal and share with relevant staff members and assist in maintaining the database for all personnel on SharePoint.
• Assist in following-up with different unit focal points on updates of incoming and outgoing staff members and collect all necessary information related to newly hired staff such as visa expiry dates, dependent details, residential address, etc.
• Assist in responding or drafting responses to standard/routine correspondence and other communications of related staff inquiries.
• Assist liaisons with respective Government departments and keep the supervisor informed by conveying directives, reports, status updates and other relevant information, bringing sensitive and urgent matters to the attention of the supervisor.
• Perform other duties as assigned.

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience.
• Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience dealing with similar roles (liaising with government authorities) in Qatar is a must.
• Knowledge of local labor regulations and governmental authorities
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Knowledge and experience of government portals systems.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, detail and client-oriented, patient and willing to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficiency in MS Office applications such as Word and Excel
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Strong interpersonal & intercultural skills with an attention to detail
• Excellent oral and written communication and negotiation skills both in Arabic and English.

Languages

IOM’s official languages are English, French, and Spanish.

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

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

– 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.

Competencies will be assessed during a competency-based interview.

How to apply

In order for an application to be considered valid, IOM will only accept applications received through IOM’s Recruitment Platform: IOM Careers (oraclecloud.com)
Interested candidates are invited to submit their applications via Oracle not later than 12 September 2024.
Applications may be sent through the links below:

Internal Candidates:

View the internal job posting

External Candidates:

View the external job posting

Only shortlisted candidates will be contacted.

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 29 August 2024 until12 September 2024.

Eligibility:

This position is open to all nationalities. IOM Qatar will facilitate the work visa and residency permit requirements for the selected candidates.

Other

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
4. 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 accounts.
5. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies