Administrative Assistant – Intern
Cotonou, Benin
JOB DETAIL
IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.
The Internship Programme aims at attracting talented students and graduates who have a specific interest in, or whose studies have covered, areas relevant to IOM programmes and activities. Interns must be between 20 and 36 years old and should have less than two years of relevant working experience.
In general, the Internship Programme aims at attracting talented students and graduates who:
a) have a specific interest in, or whose studies have covered, areas relevant to IOM programmes and activities;
b) are holding a scholarship for internship placements in international organizations and/or for whom internship is required to complete their studies; or
c) are sponsored by governmental/non governmental institutions and/or academia to work in specific areas relevant to both IOM and the sponsor.
d) are either enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent) or have graduated in the last 12 months.
e) are between 20 and 36 years of age.
Background Information
Le/la Stagiaire Administrative, sous la supervision directe du Resources Management Officer (RMO), est chargé(e) de tenir les responsabilités liées à la tenue de la caisse de menues dépenses, des tâches administratives et de toutes autres tâches entrant dans le bon fonctionnement du Bureau, qui lui seront confiées.
Supervision
- Resources Management Officer
Learning Objectives
- Tenir les responsabilités liées à la tenue de la caisse de menues dépenses, des tâches administratives et de toutes autres tâches entrant dans le bon fonctionnement du Bureau, qui lui seront confiées
Training Components and Learning Elements
A ce titre, le/la Stagiaire sera chargé/e d’exécuter les tâches et responsabilités suivantes :
- Tenir la caisse de menues dépenses et effectuer toutes les transactions (hors SAP) y afférentes dans le respect des procédures internes de l’organisation ;
- S’assurer de la présence physique des pièces jointes et vérifier leur conformité avant tout décaissement ;
- Transmettre toutes les pièces justificatives à l’Assistant de Trésorerie en charge (Celui du Togo en l’espèce) accompagné des demandes de paiement pour posting dans SAP avant chaque décaissement ;
- S’assurer de la signature par le fournisseur ou le staff des reçus de paiement ;
- Tenir à jour le fichier retraçant toutes les opérations effectuées ;
- Transmettre le rapport journalier au chargé de bureau ;
- Réceptionner, classer et archiver les documents reçus et en assurer une gestion rigoureuse ;
- Préparer la fiche de demande de fonds pour le réapprovisionnement de la caisse ;
- Assurer la réception et le dépôt des courriers dans les structures externes puis du partage des décharges avec le staff en charge de son suivi ;
- Assurer la distribution à l’interne après affectation par le chef de bureau au département/staff des courriers arrivés ;
- Assurer l’archivage électronique et physique de tous les documents financiers et administratifs ;
- Accueillir et orienter les usagers du Bureau ;
- Appuyer dans l’organisation des réunions, rencontres et activités du Bureau ;
- S’acquitter de toute autre tâche connexe confiée par le superviseur ou le chargé de bureau.
Education
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Experience
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Skills
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Languages
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IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Travel required
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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
- 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.
Notes
- 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, 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 1. mandatory medical entry on duty clearance, candidates may be requested to provide evidence of full vaccination. Interns engaged to work on a home-based internship who do not need to travel do not need to provide vaccination records.
- Depending on experience and location, interns are granted a small monthly stipend to help offset costs. Interns benefiting from an internship allowance or scholarship granted by his/her university or other sponsoring body that includes financial remuneration or credits for coursework will not be eligible for the stipend.
- IOM covers Interns against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the assignment. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Interns are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work.
- 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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