Job Description

Under the overall supervision of the Head of Resources Management and direct supervision of the Human Resources Officer, the successful candidate will be part of the human resources and administrative department, and responsible for the administrative duties within the Country Office.  S/he will carry-out the following duties :

Responsibilities

1. Assist in the management of the administrative tasks, including  organizing and writing minutes of meetings, retention of schedules and calendars, management of phone calls intended for the mission, registering messages and provide logistic support, by announcing and receiving visitors in the office. 

2. Manage the arrangement of the CoM’s duty travels including the Travel Requests (TR) in coordination with STC (Staff Travel Coordination) as needed; UNDSS security clearance; hotel bookings and Travel Expenses Claims (TEC) as needed.

3. Coordinate all correspondence, provide administrative support to Programme and Resource Management staff for all official correspondence (letters, notes verbales and faxes) relative to activities, and to other administrative aspects of IOM.

4. Draft, coordinate and/or prepare the follow-up of emails and documents for the CoM. 

5. Maintain an efficient filing system for official correspondence, directives, and any relevant emails. This also includes the maintenance of the classification system (Hard/Soft copy) and of databases of the relevant documents of IOM Morocco. 

6. Perform daily management of emails received on the standard IOM Morocco (Rabat) email box and dispatch requests accordingly.

7. Informally translate invitations, letters, and short documentations from Arab to English/French and/or vice versa addressed to the CoM, as needed. 

8. Contribute to the preparation of the national / international events, including the visits, travels, and reservations of hotel, as needed in collaboration with procurement team.

9. Develop and  update the mission’s events calendar through effective coordination with Project Managers and project staff regarding events initiated by IOM Morocco, as well as those organized by external stakeholders that necessitate IOM’s participation.

10. Ensure all official correspondence to Government, partners, other IOM offices is dispatched timely and effectively, including sending invitation letters, preparation for trips and arrangement of places etc.

11. Assist, as per request, in preparing visa applications document (notes verbales, invitation letters) for IOM Morocco staff and handle diplomatic card documents processing (for international staff), in coordination with human resources department/concerned staff and submit to the Ministry of Foreign Affairs for processing; and make the necessary follow-up.

12. Create and maintain updated databases of IOM contacts (governmental, international organizations, donors, civil society, universities, companies, media and other stakeholders).

13. Perform such other related duties as may be assigned by the supervisor.

Qualifications

EDUCATION

• High school diploma with five years of relevant experience; or, 
• Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience. 

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;  
• Attention to detail, ability to organize paperwork in a methodical way;  
• Discreet, details and clients-oriented, patient and willingness 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

• Emotional intelligence with effective communications skills.
• Good ERP knowledge (Oracle, SAP) is an advantage. 
• Ability to work in a multicultural environment. 
• Team spirit and ability to work independently.
• Be prepared to work flexible hours.

Required Skills

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