Project Administrative Assistant (CCCM) at International Organization for Migration - IOM

SVN No.: SVN2019/14
Location: Maiduguri, Borno
IOM Classification: G4   
Type of Appointment: Special Short-Term (SST) 6 months with possibility of extension
Estimated Start Date: As soon as possible     

Contex

• Working under the overall supervision of the Emergency Coordinator (EC) and the direct supervision of the Project Officer- Camp and Displacement Management the incumbent will work within the Camp Coordination and Camp Management (CCCM) unit of IOM in Maiduguri Sub Office.
• The successful candidate will provide all administrative and support functions of the IOM CCCM programme in North East Nigeria.

Core Functions / Responsibilities

• Provide administrative and technical support to the overall CCCM projects, interventions and activities.
• Carry out/follow up on timely preparation of the payroll for all CCCM hourly paid staff.
• Review and verify all payments processed by the CCCM unit.
• Daily updating of the budget tracking documents. Provide regular updates to the management on the financial status of all CCCM grants, as required.
• Preparing and tracking all Purchase Request Forms (PRFs) for the CCCM unit.
• Systematic filing of all CCCM programme documents and correspondences.
• Minute taking during regular CCCM meetings.
• Act as the CCCM unit focal point for liasing with other administrative units in IOM like Procurement, Finance, Transport and Human Resources.
• Suggest improvements to strengthen existing internal controls in order to safeguard the unit’s resources.
• Assist in monitoring project expenditure and procurement under IOM rules and regulations.
• Track all vehicle hire for field locations.
• Assist in reviewing invoices presented for payment processing.
• Assist in reconciling and reviewing grants earmarked for closure.
• Preparation of airtime requests for all CCCM staff.
• Keep track of all CCCM unit assets.
• Support the Project Manager in monitoring staff welfare issues.
• Travel to the field as and when required.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

• Business Administration, Finance/ Accounting degree or equivalent with two years of relevant experience;
• Postgraduate qualification in Business Administration is an added advantage.
• Previous experience in common services or a related function preferably with an international organization is an added advantage.
• Previous experience in working in project administrative functions in humanitarian organisation is an added advantage.

Languages:

• English and Native Language like Hausa or other North-East Nigeria local languages.

Required Competencies
Behavioural:
The incumbent is expected to demonstrate the following competencies:

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 effectiLve 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.

Other:

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
• Women with the above qualifications are encouraged to apply.