Common Services Assistant Vacancy-Job Ref: ACPHIOM/2411/2020102

Common Services Assistant Vacancy-Job Ref: ACPHIOM/2411/2020102

Manila(Philippines)

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.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context
Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the Senior Common Services Assistant of Common Services Unit, the Common Services Assistant shall perform general administrative tasks, office maintenance, and report preparation support.

Core Functions / Responsibilities
GENERAL ADMINISTRATIVE TASKS

Provide general administrative support in the management of the IOM office, housekeeping and utilities for MAC.
Handle communications, arrange meetings, take meeting notes and follow up for the pending tasks.
OFFICE MAINTENANCE

Facilitate IOM door access to staff and visitors with prior approval from the Head of the Unit and the Office of Staff Security (OSS) respecting the established office security protocol.
Assist in the management of the schedules of IOM drivers and messengers.
Schedule and monitor daily trips/errands of drivers and messengers.
Provide supporting documentations for over time requests filed by the drivers and messengers.
Prepare transportation service request for airport transfers of incoming/outgoing IOM staff and visitors.
Prepare requests for IOM vehicles service maintenance and ensure that this is done on a regular basis.
Ensure that supplies i.e. office supplies and cleaning are monitored and are replenished.
Perform purchase related tasks as follows:
In coordination with the Local procurement unit, prepare Purchase Requests.
Prepare Request for Payments (RFP) for service providers.
Coordinate with the Accounts payable unit on issues or discrepancies related to payment/ invoice.
Assist in the maintenance of the unit’s Intranet and SharePoint pages.
Serve as Intranet focal point for the MAC Common Services section on the Intranet Portal.
Coordinate with the Intranet and SharePoint teams for any updates, issues, and requirements.
Upload documents and update sections related to the Unit, as needed.
Assist in the preparation and maintenance of high-quality documentation such as operations manual that meets applicable standards and is appropriate for its intended audience.
Update and maintain large distribution lists.
Monitor, prepare, and distribute Advisories, using MailChimp.
Provide support in the management of messages received in the MAC Common Service mailbox.
Take ownership of inquiries, issues and/or requests sent to the MAC Common Services’ mailbox.
Open, respond to, update, and resolve inquiries, issues and/or requests received from colleagues and vendors.
Provide support by giving either immediate information or workarounds for requests or issues.
Analyze and coordinate with the colleagues to appropriately address issues, inquiries or requests.
Provide support to Department/Unit Managers.
Coordinate and follow up with Department/Unit Managers regarding the submission of documents for payment of services rendered by the vendor.
Maintain, update and reconcile attendance record for staff consultants on monthly basis.
Ensure regular updates of staff list and share the report.
Provide liaison assistance to staff and IOM.
Provide support in the facilitation of the required documents for incoming international staff / officials and their qualified dependents.
Liaise with Philippine Foreign Service Posts to expedite visa application processing of IOM staff and qualified dependents.
Prepare necessary documents related to incoming official shipments of the organization to be submitted to the appropriate government agencies.
Facilitate the requests for issuance of the airport passes for IOM operations staff and IOM officials.
Liaise with appropriate government agencies and Embassies on issuance of local licenses for International Officials.
REPORTS PREPARATION

Assist in the preparation of administrative reports that may be required.
Provide assistance in preparing reports required by government agencies.
Perform other duties as may be assigned.
Education
Completed University degree in Business Administration, Mass Communications, or any related field of study with two years of relevant professional experience; or
Completed High School degree from an accredited academic institution, with four years of relevant professional experience.
Experience
Work experience from a multicultural organization an advantage.
Commitment, efficiency, self-motivation, creative thinking and strong organizational skills.
Flexibility, diplomacy, and good customer relations.
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
Computer literacy including proficiency in MS Office applications and MailChimp.
Languages
English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

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