International Organization for Migration Administrative Assistant Job in Garissa Kenya

Vacancy Notice No: IOMKE/060/12
 

Functional Title: Administrative Assistant II
 

Duty Station: Garissa, Kenya
 

Grade G4/01
 

Duration of Assignment: 6 months Special Short Term Contract with possibility of extension

General functions:
 

Under the overall supervision of the National Project Officer and under the direct supervision of the Project Assistant, the incumbent will provide routine and administrative assistance in assisting to implement all activities in relation to conflict prevention and psychosocial support, as well as sustainable livelihoods and natural resource management.

Essential functions:
 

1. Assist the project assistant to carry out activities specified in the work plan for the implementation of livelihood support and conflict prevention.
 

2. Maintains project administration systems as established by the Project Manager, including filing, general administration and office functionality.
 

3. Documents, maintains and dispatches all minutes and related documentation from meetings.
 

4. Assist in organizing training workshops for relevant NGOs, Government administration, community representatives and leaders and to selected volunteers.
 

5. Administrative Support:
 

a. Maintains office administration systems as established by the Project Assistant, including collation of reports, dispatch and collection of documents/supplies/equipment, general filing and office functionality.
 

b. Maintains records of locally contracted staff especially time sheets.
 

c. Supports compliance with all field based security requirements through administrative support for Security Clearance requests and Travel Authorizations among others.
 

d. Ensures smooth professional running of the field office particularly in support of the IOM’s Japan funded project.
 

6. Finance Support:
 

a. Assist with the preparation of Payment Requests
 

b. Ensures timely hard and soft copy dispatch of accounting records.
 

c. Ensures timely reimbursement of training expenses to participants and service providers.
 

7. Logistics Support:
 

a. Supports procurement of field office materials.
 

b. Supports all field based capacity building activities including identification, set up and break down of venue.
 

c. Requests security clearance for field based staff as required.
 

d. Supports logistics for assessment and training missions including transport and accommodation.
 

8. Undertake duty travel and field evaluation and needs assessment visits to other parts of the region as requested.
 

9. Assist in any other tasks that may arise as a result of project activities.
 

Qualifications (Education, experience and competency)

• Advanced Diploma in logistics and supply chain, business administration, social sciences, or other relevant fields.
• Minimum of 2 years’ experience undertaking community level activities in Kenya including related logistic work, development of materials and direct contact with communities.
• Previous work as a Trainer in conflict transformation and livelihoods, and the ability to present adequate presentations.

Desirable IOM Competencies: 

A) Behavioral - Accountability, Client Orientation, Continuous Learning, Communication, Creativity and Initiative, Leadership and Negotiation, Performance Management, Planning and Organizing, Professionalism,
Teamwork, Technological Awareness.
 

B) Technical - Delivers on set objectives in hardship situations, effectively coordinates actions with other implementing partners, works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives. (Based on IOM Competency Matrix)

• Excellent communication skills, both written and verbal.
• Ability to work independently with minimum of supervision.
• Ability to work within a culturally diverse environment
• Microsoft Office, power point, Internet, Electronic Mail.
• Excellent command of spoken and written English and Kiswahili.

Method of Application: 

Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
 

International Organization for Migration (IOM),
Human Resources Department,
PO Box 55040-00200 Nairobi
 

Or send by email to hrnairobi@iom.int
 

Closing date: July 27, 2012.
 

Only short listed applicants will be contacted.