Administrative Assistant

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Job Details
Employer: IOM
Job Title: Administrative Assistant
Job Type: Full-Time
Location: Somalia
Category: Finance


Open to Internal and External Candidates

Position Title: Administrative Assistant

Vacancy Number: VN/IOMSO/018/2019

Duty Station: Hargeisa, Somaliland

Classification: General Service Staff, Grade G4**

Type of Appointment: One Year Fixed Term , with possibility of extension

Estimated Start Date: As soon as possible

Closing Date : 28 February, 2019**

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.


Under the supervision of the Head of Sub Office in Hargeisa and the technical supervision of the Finance Assistant the incumbent will perform administrative tasks to support the finance and procurement functions and contribute to efficient and effective service provision.

Core Functions / Responsibilities:

  1. Assist in the preliminary verification of all incoming payment requests for completeness and forward to Finance Assistant for further processing.

  2. Prepare payment documents and ensure the necessary supporting documents are compiled to facilitate an efficient payment process.

  3. Send financial documents to the Resource Management office in Mogadishu on fortnight basis.

  4. Receive documents from various departments of the office and compile them in batches for approval and authorization by the Head of Su-Office

  5. Distribute approved/authorized documents back to the respective departments in timely manner

  6. Maintain an orderly filing and labelling system of completed payment documents in an easily retrievable manner.

  7. Organize finance documents in a proper manner for final filing and archiving in the designated archive stores.

  8. Assist in the retrieval of filed and archived documents for internal and external audit exercises and send scanned copies to requesting missions/offices.

  9. Assist in disbursement of DSA payments in workshops and events organized by IOM in Hargeisa and ensure that records are well kept.

  10. Issue payments to suppliers and beneficiaries who collect payments from the IOM office and ensure that record of such payments is well kept.

  11. Assist in management of usage IOM vehicles to ensure that transport schedule is managed efficiently and that use of vehicles follows IOM rules and regulations.

  12. Receive correspondence from government departments, UN agencies and other stakeholders and maintain a proper register of all outgoing and incoming correspondence.

  13. Receive visitors in close coordination with security personnel and guide them to appropriate office.

Perform any other duties as may be assigned from time to time. *Required Qualifications and Experience

  • Bachelor’s degree in Business Administration, Public Administration or related field from an accredited academic institution with two years of relevant training and field experience :or,
  • High school degree/certificate with four years’ experience.


  • IOM Functional competencies required: effective communicator, successful negotiator, creative analytical thinker, active learner, strong team player.
  • Strong computer skills with experience with Microsoft Excel, Outlook and Word


Fluency in English and Somali is required.

Required Competencies


  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • 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.

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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.


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 and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.


Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (VN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to:

Posting period:

From 15.02.2019 to 28.02.2019

Publish date: 2019-02-15 09:58:42
Premium Job: No
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