Open to Internal and External Candidates

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:   

Under the overall supervision of Chief of Mission, DCM and OIC and direct supervision of the NAFO, the administrative and project assistant provides functional services in IOM Almaty mission.

Administrative and project assistant in close collaboration with the IOM Operations, Programme and projects staff in Kazakhstan and the Central Asia to exchange information and ensure consistent service delivery.

Responsibilities and Accountabilities:

• Reception of visitors to the IOM Almaty in liaison with the security guard at the office's entrance
• Receive, assess and refer telephone and personal inquiries to the appropriate staff for reply.
• Record and distribute mail and other correspondence.
• Registration of clients singing up for medical check up
• Providing general information on visa application process for CANVAC clients, referring clients on the related websites and updating on the status of passports.
• Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelines. File research as/when needed for colleagues seeking particular documents.
• Perform secretariat tasks with high level of professionalism (preparing letters, answers to letters, archiving of correspondence(incoming/outgoing) email and telephone communication when engaging with Embassies, international organizations, government and non-government stakeholders
• Draft routine correspondence, type letters, reports, memoranda, faxes, as well as IOM documents and forms related to IOM operational and administrative matters. Format and file correspondence, reports and documents prepared by staff.
• Prepare accurate, complete minutes of  staff meetings
• Unofficial translation upon request
• Monitor shipments.
• Maintaining a clean, organized reception area
• Keep track and regularly update IOM Almaty inventory of assets
• Update DCM schedule and keep track of meeting bookings and prepare meeting requests and materials
• Administrative support for DCM , including logistics support, accommodation and travel arrangements;
• Assist project staff during events organization and logistics, when requested by COM and DCM
• IT clerical support to the office upon supervision of the IT specialist when needed
• Any other duties as may be assigned by the Chief of Mission, DCM, OIC , the National Admin/Finance Officer or Finance/HR Assistant

Required Qualifications and Experience

Secondary School Diploma or university degree with 2-3 years of working experience.

Languages

Required Competencies

Accountability

• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries

Continuous Learning

• Contributes to colleagues' learning
• Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other  functional areas
  • Keeps abreast of developments in own professional area

Communication

• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Presents goals as shared interests

Performance Management

• Provides constructive feedback to colleagues
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team's work

Technological Awareness

• Learns about developments in available technology
• Proactively identifies and advocates for cost-efficient technology solutions
• Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical

• Effectively applies knowledge of relevant financial discipline
• Develops / follows internal control procedures to prevent fraud and mismanagement
• Ensures application of institutional financial policies and guidelines

Advocates incorporation of financial considerations into processes and procedures

How to apply:

Interested candidates are invited to submit their applications via Head Hunter website or sent CV to the Этот адрес электронной почты защищен от спам-ботов. У вас должен быть включен JavaScript для просмотра. and Этот адрес электронной почты защищен от спам-ботов. У вас должен быть включен JavaScript для просмотра. .

Only shortlisted candidates will be contacted.

From 06.09.2016 to 13.09.2016