Context and Scope of the Organization
IOM in South Sudan has a broad range of programming centered around three broad areas: Humanitarian Coordination and Support; Humanitarian response and Resilience; and Peacebuilding, Transition, and Development. Humanitarian Coordination and support include leading/co-leading the Camp Coordination and Camp Management (CCCM) and Shelter and Non-Food Items (NFI) Clusters, Displacement Tracking Matrix (DTM), Water, Sanitation and Hygiene (WASH) and management of WASH and Shelter and NFI Core-pipelines, Humanitarian Hubs, and common transport services. Humanitarian response and Resilience include CCCM, WASH, Shelter & NFI, Health, Protection, Gender equality and inclusion, Mental health and Psychosocial support and the Management of a Rapid Response Fund. Under Peacebuilding, Transition and Development, IOM South Sudan implements programming on Housing, Land and Property Page issues, Transition and Recovery, Transhumance conflict prevention, Community-based violence reduction, Community development and Migration Management.
The Administrative Assistant (Transition and Recovery) will support the work of the Transition and Recovery Unit in South Sudan, including its financial, administrative, and logistics implementation.
Under the overall supervision of the Senior Programme Coordinator and the direct supervision of the Programme Officer (Transition and Recovery), the successful candidate will be responsible for assisting the Transition and Recovery Unit in executing administrative tasks to support the smooth operation of various activities. These tasks will include, but are not limited to, stakeholder engagement, internal administration related to programme operations, travel logistics, and drafting administrative documents.
In particular, she/he will
Arrange appointments for the supervisor, receive visitors, and respond to routine requests for information. Provide office, administrative and logistics support to meetings, committees, conferences, etc. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of documents and reports. Initiate general administrative tasks in the computerized financial / travel / human resources systems Make travel and hotel arrangements and prepare travel authorizations/claims for external visitors as required. Provide assistance in the administrative processing of vacancy notices and consultants' contracts with third party providers. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and, Perform other duties as required. 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.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 advantageSkillsAdministrative and Organizational Skills
Ability to handle multiple administrative tasks and manage schedules efficiently.Experience in managing travel logistics, preparing travel authorizations, and making travel arrangements.Communication Skills and Attention to Detail
Strong verbal and written communication skills, including the ability to draft documents and routine correspondence with accuracy and clarity.Ability to respond to routine requests for information professionally.Time Management
Excellent time management skills with the ability to prioritize tasks, manage incoming correspondence, and follow up on pending actions.Logistics and Event Support
Experience providing logistical support to meetings, conferences, and other events, including making travel arrangements and managing office supplies.Languages Thorough knowledge of English language is required. Knowledge of local languages is essential.Required CompetenciesVALUES - 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.
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.Method of application:
Interested candidates are required to complete the information in this link and submit a letter of motivation and curriculum vitae marked \" Administrative Assistant (Transition and Recovery)’ Juba
Strictly, On-line Applications will only be accepted.
Note: Incomplete applications will not be considered valid
Women are highly encouraged to apply.
Deadline for applications: 19 November 2024. Only short-listed applicants will be contacted.
Posting period: 05 November 2024 to 19 November 2024For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies