Administrative and Logistics Associate
Libya
JOB DETAIL
Under the overall supervision of the Senior Programme Coordinator (Protection and the direct supervision of the Senior Programme Support Associate (VHR), the incumbent will provide support in the planning and administration of aspects of Voluntary Humanitarian Return assistance, VHR operational activity in Libya in line with IOM’s policies and procedures, and donor requirements.
- Provide administrative support to the Voluntary Humanitarian Return (VHR) Program, facilitating a smooth operation of the office and effective implementation of the program.
- Assist the Protection Officer (Migration Returns & Reintegration) in implementing the VHR Program, focusing on financial and administrative transactions, adhering to IOM policies and donor requirements.
- Carry out administrative tasks, maintain organized project records, and monitor timely processing of program activities.
- Support all exit visa requests and facilitate settlements professionally. Process advance transfer requests from Tripoli and surrounding areas.
- Serve as the liaison for land transportation inquiries related to the Movement and VHR. Coordinate travel arrangements, including authorizations, security clearances, payments, ticket bookings, accommodations, visas, and transportation.
- Assist in the organization and provision of logistical support for meetings, conferences, and workshops. Coordinate the preparation of agendas and necessary documentation.
- Maintain an efficient electronic and paper filing system, including scanning and filing documents.
- Compile and manage administrative and financial data related to office supplies, verifying accuracy and timely communication with colleagues.
- Monitor payments to vendors and contractors, identify office technology needs, and support with office equipment and systems maintenance in collaboration with the IT department.
- Assist in procuring office supplies and equipment, obtaining service quotes, and verifying procurements.
- Maintain accurate stock inventory of Non-Food Items (NFIs) and Personal Protective Equipment (PPE) at the VHR stock.
- Perform additional administrative tasks as required to support the VHR unit’s operations
Education
- Bachelor’s degree in Business Administration or a related field from an accredited academic institution with two years of relevant professional experience, or,
- High school diploma with five years of relevant professional experience.
Experience
- Experience preferably with a government agency, international organization or NGO involved in migration management and/or working in the field of human rights;
Skills
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
- Proficiency in MS office applications such as Word and Excel.
Languages
- Required: English and Arabic
- Preferable: French
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
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.
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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- 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.
- 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.
- 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
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