Administrative Project Assistant (Recovery and Solutions)

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

The International Organization for Migration (IOM) in Libya has been operating in the country since 2006, supporting the Government of Libya and affected communities through a comprehensive range of humanitarian, stabilization, and migration management activities. IOM Libya’s work focuses on providing direct assistance and protection to migrants, internally displaced persons, returnees, and host communities, while strengthening national capacities in areas such as migration governance, border management, health, mental health and psychosocial support, displacement tracking, and voluntary humanitarian return. Through close coordination with national authorities, UN agencies, donors, and civil society partners, IOM Libya contributes to saving lives, promoting humane and orderly migration, and supporting recovery and longer‑term solutions across the country.

Under the general supervision of the Recovery and Solutions (RS) Programme Coordinator and the direct supervision of the RS Project Officer, the Administrative Project Assistant (Recovery and Solutions) will provide administrative, logistical, and operational support to RS unit activities. The incumbent will support the coordination, documentation, and routine follow‑up of RS projects in line with established procedures and guidance.

Responsibilities

1. Assist in the preparation of routine administrative and financial documents, including purchase requisitions, payment requests, invitation letters, and supporting documentation, under the guidance of the supervisor. 
2. Support the organization of meetings, workshops, trainings, focus group discussions, and other RS‑related events, including logistical arrangements and follow-up with relevant units. 
3. Assist in the preparation, compilation, and filing of documentation related to service providers and implementing partners, in coordination with relevant units and under supervision. 
4. Support routine follow‑up with Logistics/Procurement and Finance units to track the status of requests and ensure timely availability of supporting documents. 
5. Assist in data collection, basic information gathering, and documentation for RS activities, including support to field teams as required. 
6. Provide support in translating routine documents and communications between English and Arabic, as needed for RS operations. 
7. Support the RS Programme Coordinator and Project Officer in maintaining tracking tools, templates, and basic project monitoring files. 
8. Undertake duty travel to support RS field activities, as required and under supervision. 
9. Perform other duties as assigned.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience; or, 

• ​Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience providing administrative and financial support to projects, including the preparation and processing of routine financial documents (e.g. payment requests, purchase requisitions) and basic tracking using Excel or similar tools.

• Experience supporting project implementation through documentation, record‑keeping, filing, and routine follow-up with internal units such as Finance, Procurement, Logistics, and Programme teams, under supervision.

• Experience assisting with the organization of meetings, workshops, trainings, and field activities, including logistical arrangements and follow‑up.

• Experience supporting data collection, basic data entry, and maintenance of beneficiary or activity records in line with established procedures and data protection standards.

• Prior experience working in an operational or administrative support role within an international organization, UN agency, NGO, or similar setting is an advantage. 

Skills

• Strong organizational and time‑management skills, with the ability to manage multiple routine tasks, maintain accurate records, and meet deadlines under supervision in a fast‑paced operational environment.
• Demonstrated ability to provide administrative and financial support, including basic tracking of expenditures, documentation follow‑up, and use of Excel or similar tools in line with established procedures.
• Good written and verbal communication skills, with the ability to prepare routine correspondence, liaise with internal units, and interact professionally with colleagues, partners, and service providers.
• Ability to work effectively in a multicultural and team‑oriented environment, demonstrating attention to detail, discretion, and respect for confidentiality.
• Capacity to follow standard operating procedures (SOPs) and instructions accurately, and to escalate issues to supervisors as appropriate.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in Arabic and English is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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 five 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.

Notes

Please refer to this link for guidance on IOM Job Category.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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