Administrative Assistant (HR) at International Organization for Migration - IOM

SVN No.: SVN2023.10
Location: Abuja
IOM Classification: G4
Estimated Start Date: As soon as possible
Organizational Unit: Resource Management Unit (RMU)
Type of Appointment: Special Short-Term (SST) 6 months with possibility of extension

Context

• Working under the overall guidance of the Senior Resource Management Officer (SRMO) and the direct supervision of the Human Resources Officer (HRO), the incumbent will be responsible and accountable for assisting the Human Resources Officer in the management of human resources in IOM Nigeria Office and its Sub Offices.

In particular, he/she will undertake the below tasks:

• Provide administrative support, logistics, airports pick up and drop-offs, hotel accommodations, halls for trainings, and materials for trainings.
• Welcoming new colleagues attaching the mandatory documents to newly recruited colleagues.
• Assist with the follow up of the Drivers’ Annual Medical Examination process.
• Maintain the HR filing system and ensure all files are updated with the right documents and ensure safe custody of all the files. Undertake regular checks in all the staff personal files to ensure efficiency and effectiveness.
• Assist and coordinate all logistics related to any training that involves the HR department and ensure smooth running of the training.
• Maintain and update the HR files in the HR common folder with all updated General Instructions, General Bulletins, and any other HR related information updates.
• Process payments in relation to hotel accommodations for Drivers, International and National staffs, when due every month.
• Prepare interview administrative formalities such as invites, coordinating with panel members, conducting interviews, finalize scores and share with HR Officer for further processing.
• Perform any other related tasks as assigned.

Required Qualifications and Experience
Education:

• Two years of relevant working experience with Bachelor’s Degree in a relevant field.
• Chartered Institute of Administration membership is an added advantage.

Experience:

• Minimum of two (2) years progressive relevant experience - post NYSC.
• Experience working in a fast-paced environment.
• Strong administrative skills.
• Working experience in SAP is an added advantage.
• Familiarity with the UN common system or similar systems.
• Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
• Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.
• Solid computer skills with proficiency in MS Office Suite (Office, Excel, SharePoint PowerPoint, Outlook).
• Experience of working with international humanitarian organizations, in a multi-cultural setting is an advantage.

Languages:

• English Language is required (Oral and Written)

Desirable:

• Working knowledge of the local language

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 2

• 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.