VAC-15578 Administrative Assistant (DTM)

Under the overall supervision of Deputy Chief of Mission for (Operations) and direct supervision of Senior Programme Coordinator (Displacement Tracking Matrix (DTM), the Incumbent will be responsible for processing all DTM administrative documents such as filing, procurement plans, assets tracking, attendance sheets and other administrative support to DTM.

Core Functions / Responsibilities:

1. Maintain appropriate filing of all the program related documentation, procurement and other operational documents, contracts, agreements, Purchase request (PRs) and POs.
2. Support the program staff in the daily operational and administrative matters.
3. Suport sound understanding of DTM field team for all IOM administrative procedures and program reporting methods to ensure these are employed in accordance with IOM and donor requirements.
4. Prepare and follow up on all administrative forms (Timesheets, Leave Requests, Road Mission Requests, Procurement Requests, and other forms) related to the Unit
5. Keep all HR, Finance and Logistic files in order and up-to-date and provide scanning services as required.
6. Support IOM HR with the recruitment process of staff and consultants (during all the recruitment stages, from advertisement of vacancy to recruitment), contribute to maintain recruitments is compliant with IOM rules and procedures.
7. Organise meetings held at IOM premises and keep meeting schedules updated.
8. Follow-up with IOM HR unit that contract issuance or extensions, as well as maintenance of various personnel records and files are up to date.
9. Receive and dispatch letters and documents, ensure they are appropriately filled.
10. Ensure all incoming official letters/documents are stamped, dated and distributed accordingly.
11. Provide information to applicants on recruitment procedures and status of their application.
12. Verify applicants’ references and supporting documentation and follow-up that CTG security check confirmation has been received.
13. Keep all field staff is familiar with conditions for DSA claims. Liaise with Program Assistant to verify eTass before travel, travel expenses and DSA claims.
14. Guide project staff at sub offices on procurement requirements and methods, to maintain compliance with IOM procurement policy.
15. Prepare and process PRs and CRFs in Kabul
16. Perform other related duties as assigned.

Required Qualifications and Experience

Education

·Bachelor’s degree in business administration or related fields from an accredited academic institution with two (2) years of relevant professional experience

 or

• High School Diploma with four (4) years of relevant professional experience

Experience

·Experience in filing and documentation.

·Experience in maintaining and updating project records and files.

·Experience in administration and Coordination of DTM activities.

·Experience in preparing weekly and monthly reports.

·Experience working with specialized international agencies (UN Agencies, International Organisations, and International NGOs) and in complex operations, including conflict and post-conflict situations preferred.

SKILLS

·Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).

·Strong organizational skills with attention to detail.

·Excellent communication skills.

·Good assessment, analytical and planning skills.

Languages

• For all Applicants, fluency in English is required (oral and written).
• Working knowledge of Pashto or Dari is required.
• Fluency in all national language(s) are highly advantages.

Note: Qualified female candidates are highly encouraged to apply.

N/A

Required Competencies:

  VALUES - 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 - Behavioural indicators

• 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.

N/A

Interested candidates are required to apply through Tayo. Also, please take note that CTG does not accept applications in hard copies.

Before applying the candidate must carefully read the advertisement.

Applicants are advised to fill in all mandatory fields otherwise they will not be able to apply and should fill their correct and active e-mail address in the online application as any correspondence will be made by CTG through e-mail only.

Note: Due to the high volume of applications received, only shortlisted candidates will be contacted. Please ensure that the e-mail address and phone number that you will indicate are accurate.