Job Highlights
- Be part of the United Nations (UN) related agency.
- Dignified, orderly, and safe migration for the benefit of all.
- Join our team and experience working with a social purpose.
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Job Description
Position Title: Administrative Assistant
Job classification: Ungraded
Duty station: Manila (Global) Administrative Centre (MAC)
Type of Appointment: Six months with possibility of extension
Salary: Php 40,000 per month net of taxes (all-inclusive)
Context
Under the overall guidance and supervision of the Legal Counsel and the Division Head, Contract Division, Office of Legal Affairs (LEG-CR), and under the direct supervision of Unit Head, Manila Unit, LEG-CR, in coordination with the Office of Legal Affairs at Headquarters and its Panama Unit, the successful candidate will be responsible on various administrative and legal aspects of the organization such as, but not limited to, processing contracts and corresponding with Missions.
Core Functions / Responsibilities
- Receive all incoming requests and queries to LEG-CR from IOM colleagues and external parties, including LEG-CR’s inbox. Receive telephone calls and refer to the relevant legal officer.
- Assist with completion of information in the tracking matrix, and maintenance of electronic and hard copy files and records for the department. In particular, improve and maintain the existing filing system for documents reviewed and approved by LEG CR and signed by IOM.
- Assign checklist codes under the supervision of National Officers.
- Update calendars, create and maintain assignment schedules.
- Assist the LEG Contract Division in updating and uploading contract templates on the intranet.
- Provide other general administrative assistance to all staff members of LEG CR, including assistance in travel arrangements, processing travel requests and expense claims on PRISM, monitor departmental timekeeping records. Assist in organizing conference calls or meetings. Participate in meetings and prepare minutes.
- Database Maintenance: to update the index/table of contents of the LEG database. This will involve the following actions:Coordinate with LEG officers who upload/maintain files.
Backup/archive copies of the old files.
- Update the LEG Database index/table of contents in OneNote (or any other platform/app) which contains a list/description of the files in the LEG Database.
- Perform other duties and responsibilities as required.
- Assist with data collection for Department statistics.
Required Qualifications and Experience
Education
- University degree in Political or Social Sciences, Law and/or Business or Public Administration or any related field from an accredited academic institution, with one year relevant professional experience in administrative support in legal department; or,
- Completed High School degree from an accredited academic institution with three years of relevant professional experience.
- Exposure in international organization an advantage.
Experience:
- Proficient in MS Office and other IT applications; working knowledge of SAP an advantage.
- Editing skills in English (French/Spanish an advantage).
- Translation skills English – French – Spanish an advantage.
How to Apply
Interested candidates are invited to submit their applications by 21 July 2023 at the latest, referring to this advertisement.
For further information, please refer to: https://careersph.iom.int/vacancies/dr-0192023-dr-0192023-administrative-assistant-ungraded-manila-global-administrative
In order for an application to be considered valid, IOM only accepts online profiles duly completed.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.
Job Type: Full-time
Salary: Php40,000.00 per month
Schedule:
- 8 hour shift
Application Deadline: 07/21/2023
