Administrative Assistant

Vacancy Notice No: SVN#NP/19/17

Open to Internal and External Candidates

Position Title: Administrative Assistant

Position Required: 1 Position

Duty Station: Kathmandu, Nepal

Classification: General Service Staff, Grade 5

Type of Appointment: Special Short Term 9 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: October 01, 2017

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 and direct supervision of the Project Manager (PM), RSC South Asia, the incumbent's responsibilities will include the following. In particular he/she will:

Core Functions / Responsibilities: 

• Arrange appointments and maintains the Project Manager’s calendar. Prepare meeting briefs on matter to be considered prior to scheduled meetings; receive and facilitate hospitality arrangements for high-ranking visitors. 
• Take care of all other relevant administrative arrangements to facilitate the PM in performing his/her duty by expediting his daily errands.
• Place, screen, log and route telephone calls and correspondences and maintain follow-up system. Prioritize to bring urgent or important matters to the attention of the PM. Coordinate and expedite office wide responses to sensitive telephone and written enquiries. Ensure judicious use of available communication channels.
• Provide overall administrative support in the day-to-day management and functioning of RSC work and its Office.  Follow-up on correspondence through co-ordination, signature by the Project Manager. 
• Provide general secretarial support to the office and during meetings including taking/editing and circulating the minutes.
• Make travel arrangements for the Project Manager on official trips or special meetings, and perform liaison duties with other units. Schedule travel as required, collate briefing material needed, prepare itinerary and travel documents for the Project Manager.
• Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelines.
• Maintain close liaison with the UN Agencies and other related organizations.
• Carry out informal translations of official letters, documents from Nepali to English language and vice-versa, and act as interpreter as required.
• Draft or prepare correspondence e.g.  Letters/faxes/emails as required. 
• Maintain close liaison with Procurement Unit and keep the inventory system for RSC.
• Monitor cleaners work in the Resettlement Building and ensure that the offices are well maintained.
• Such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree, preferably Social Sciences or related  discipline from an accredited academic institution with three years of experience;Or
• High School degree in above field with five years of relevant professional experience;

Experience 

• Ability to use own initiative and work under pressure with minimum supervision 
• Excellent computer skills  - Word, Excel and Internet 
• Strong interpersonal and communication skills
• Attention to detail and ability to organize
• Self-motivated and objective driven

Languages

Fluency in English, Nepali is required. 

Required Competencies

Behavioural 

• Accountability – takes responsibility for action and manages constructive criticisms
• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens 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 resourcesô€‚ƒ Presents goals as shared interests
• Performance Management – Provides constructive feedback to colleagues Provides fair, accurate, timely, and constructive staff evaluations 
• 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 -  displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness - displays awareness of relevant technological solutions;
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. 

Appointment will be subject to certification that the candidate is medically fit for appointment. Only Nepali Nationals will be considered for this position.

How to apply:

Interested Candidates are requested to submit their application indicating clearly the position applied, VN number and CV with three references to the following address: Human Resource Department, International Organization for Migration, P.O. Box 25503, Baluwatar, Kathmandu or email to iomnepaljobs@iom.int by 01 October 2017.

Only short listed candidates will be called for interview.

Posting period: From 18.09.2017 to 01.10.2017