Position Title: Administrative Clerk
Duty Station: IOM Philippines Country Office (Cotabato City)
Classification: General Service Staff, G-3
Type of Appointment: Special Vacancy Notice, six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 01 May 2024
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, it 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 environment. It is one of the factors that makes the organization qualified to deal with the complex issue of migration. IOM sees that diversity is one of the organizational strengths.
IOM aims to foster an inclusive workplace where everyone treats each other (including colleagues and beneficiaries) with dignity and respect.
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 supervision of the Head of Sub-Office (HoSO) in Cotabato, Philippines and with the direct supervision of the National Resource Management Officer (NRMO) in Cotabato, Philippines. The successful candidate will be responsible for providing administrative support and assistance to the Mindanao Offices.
Core Functions / Responsibilities:
1. Assist the NRMO in drafting routine correspondence, typing letters, reports, memoranda as well as IOM documents and forms related to IOM operational and administrative matters.
2. Receive and sort official mail and email for the mission. Format and file correspondence, reports and documents prepared by staff.
3. Assist with coordinating administrative requirements relevant to duty travel, organizing official and staff meetings, taking minutes and following-up on action points as requested by the NRMO in coordination with HoSO or OiC.
4. Answer, screen and forward incoming phone calls.
5. Maintain and update a log of administrative files and transactions (e.g. incoming and outgoing official letters, inter-office envelopes and administrative documents) and route them, accordingly, ensuring efficient filing of records and prepare overall business correspondence when necessary;
6. Assist in arranging a variety of administrative and operational needs (transportation booking/arrangement, duplication printing, updating of staff lists, timely routing for approval of Letter of Invitations (LOI), etc.) when necessary.
7. Assist with the administrative and accounting data management through scanning, labelling and uploading of supporting documents into E-filing application.
8. Ensure availability of office supplies and appropriate maintenance of office equipment including PR online creation; and
9. Perform other related functions as may be required.
Required Qualifications and Experience
Education
- University degree in Management, Business Administration, or a related field from an accredited academic institution, with one year of relevant professional experience;
- Completed High school degree from an accredited academic institution, with three years of relevant professional experience.
Experience
- Experience in overall office administration in a multicultural environment;
- Experience in Liaison, coordination, communication and presentation.
Skills
- Experience in MS Office and other relevant applications.
Languages
For this position, fluency in English is required (oral and written).
Conversant in any BARMM language is an advantage.
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Required 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:
- Respect and promote individual and cultural differences. Encourages diversity and inclusion.
- Maintain high ethical standards and act in a manner consistent with organizational principles/rules and standards of conduct.
- Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Demonstrates willingness to take a stand on issues of importance.
- Shows compassion for others, and makes people feel safe, respected and fairly treated.
Core Competencies – Behavioural Indicators level 1
- Develop and promote effective collaboration within and across units to achieve shared goals and optimize results.
- Produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
- Continuously seeks to learn, share knowledge and innovate.
- Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
- Encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.
Other
Any offer made to the candidate in relation to this 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
In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link (four pages).
Interested candidates are invited to submit their applications via [email protected] not later than 01 May 2024. Position title and SVN Number (SVN 2024 017 Administrative Clerk) should be specified in the SUBJECT field.
Only shortlisted candidates will be contacted.