IOM Hiring Administrative Assistant and Receptionist Nairobi, KE

Job Description

Under the overall supervision of the Head of Country Office and the direct supervision of the Supply Chain Officer in the Kenya Country Office, the incumbent will perform routine administrative functions and maintain the reception area for the IOM Kenya Country Office and Regional Office and support payment processing of office utilities and common services.  In particular, the incumbent will.

Responsibilities

Reception Area – Kenya Country and Regional Offices

1. Answer the telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
2. Receives, directs, and tracks all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission.
3. Greet visitors and provide a positive image of IOM and hospitality for visitors, meetings/conferences participants and suppliers. Verify that reception area is well organized and presentable at all times. 

Administration and Payment Processing – IOM Nairobi offices (i.e. Lavington, MHAC, TC and Eastleigh)

1. Receive, monthly office utilities and common service bills/invoices such as (but not limited to) offices rent, internet, land line and mobile telephone services, electricity, municipality water, security guard service, drinking water, garbage collection, generator maintenance, pest control, cleaning service, printers maintenance.
2. Verify the accuracy of received invoices to check if they correspond to the services rendered and comply with relevant guidelines.
3. Prepare and submit timely payment requests for approved bills/invoices by reviewing relevant documentation for accuracy and compliance. Keep records of submitted requests, track their status for timely processing, while adhering to deadlines.
4. Performs such other duties as may be assigned from time to time

Qualifications

Education

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Secretarial Studies or related field with two years of relevant experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Previous experience with UN agencies/NGOs/IOs preferred. 
• High level computer skills in MS Office especially Excel, Word, Access and Outlook.
• Working knowledge in operating office equipment such as PABX, photocopier. 
• Excellent client relations skills. 

Skills

• Clear and concise communication in writing (English). 
• Excellent planning, organizational and time management skills.
• Attention to details, multitasking, positive interpersonal skills, initiative and problem-solving abilities
• Proven ability to communicate cross-culturally.
• Solid computer skills, including proficiency in MS Office Packages (Office Excel, Power Point, SharePoint, Adobe Pro, Zoom, Outlook).
• Effective Communicator, successful negotiation, creative analytical thinker, active learner, strong team player and cross-cultural facilitator. 

Languages

• Fluency in both written and spoken English

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three 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 (Level 1)

• 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.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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Job Info

• Job Identification 11863
• Posting Date 10/10/2024, 03:20 PM
• Locations Nairobi, Kenya
• Apply Before 10/24/2024, 12:18 PM
• Degree Level High School Degree/Certificate
• Job Schedule Full time
• Job Shift Day
• Contract Type Fixed-term (1 year with possibility of extension)
• Initial Contract Duration 1 Year
• Vacancy Type Vacancy Notice
• Recruiting Type General Service
• Grade G-4

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