Administrative Associate

Job Description

II. ORGANIZATIONAL CONTEXT AND SCOPE

Brief definition of the organizational context, reporting lines and scope, for example:
Under the overall supervision of the Chief of Mission (CoM) in Uzbekistan and the  direct supervision of the NATIONAL Resources Management Officer (NRMO); and, in collaboration with relevant units at Regional Office, Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for supporting resources management functions and for providing administrative support to the Chief of Mission  in the IOM Uzbekistan Mission.

Responsibilities

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1.    Screen requests for appointments with the COM  maintain the COM’s  calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
2.    Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
3.    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
4.    Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
5.    Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
6.    Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;
7.    Maintain a filing system and ensure that all RMU documents and paid vouchers are properly filed and updated in the order in which they are entered in WAVE
8.    Assist with the management of the office asset inventory in line with IOM Assets inventory policy and maintain an updated asset inventory report;
9.    Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; and,
10.    Perform other duties as required.

Qualifications

IV. REQUIRED QUALIFICATIONS AND EXPERIENCE
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

•    High level of computer literacy, good knowledge of MS Office, in particular in Excel
•    Excellent oral and written communication skills
•    Ability to work with national and international institutions; 
•    Ability to prepare clear and concise report; 
•    Demonstrated ability to and exercise sound judgment;
•    Knowledge of International Public Sector Accounting Standards (IPSAS) an advantage;

V. LANGUAGES
Required 
(specify the required knowledge)    Desirable
Fluency in English and Uzbek (oral and written).).    Working knowledge of Russian.
 

VI. COMPETENCIES 
The incumbent is expected to demonstrate the following values and competencies:
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 wherever possible.
•    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.

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 action and delegated work.
•    Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Required Skills

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