Administrative Assistant

Description

Organizational Context and Scope :

The Displacement Tracking Matrix (DTM) is a system to track and monitor displacement and population mobility, and is designed to regularly and systematically capture, process and disseminate information providing a better understanding of the movements and evolving needs of displaced populations, whether on-site or enroute. In recent years DTM has become increasingly recognized as the primary source of displacement and migration data and information sources at country, regional and global levels. As a result of its worldwide presence, flexibility, and interoperability, DTM is now being implemented in Pakistan.

One of the core functions of DTM is data collection targeting various types of mobile populations and communities living with them through various methods such as face to face and/or telephonic interviews. Several enumerators and field coordination assistants will be assigned to conduct data collection and coordinate the effort at the field level. In order to have smooth and well-coordinated. data collection implementation at the field level, IOM will require a Administrative Assistant to assist in all logistical and financial, recordkeeping and HR-related formalities.

Under direct supervision of the DTM Programme Manager, the Administrative Assistant will be responsible for the following:

Responsibilities and Accountabilities :

• Provide administrative and logistical support to the DTM programme and fill out the required finance and procurement documents to support DTM field operations.
• Keep a record and organize all finance and procurement documents submitted, as well as any other documents supporting DTM project implementation (i.e. project reports, correspondence with / from national authorities, note for files, etc.).
• Monitor expenditure rates and report back on a weekly basis progress of burn and expenditure rates to the Programme Manager
• Monitor existing resources such as DTM stationery stock and phone credit; estimate new requirements aiming at efficiency, cost-effectiveness and timeliness of operations and services for the DTM staff.
• Provide HR assistance for the operations of the DTM unit by collecting CVs, shortlisting of the candidates and conducting interviews when field volunteers are requested and required to cover DTM operations in the field.
• Provide HR assistance in the recruitment of third-party staff for the DTM unit.
• Follow up with DTM staff in the timely delivery of staff attendance sheets for further forwarding to HR.
• Follow up with HR on the timely pay to all third-party staff.
• Follow up with field teams and finance unit on the preparation and liquidation of petty cash/cash advance according to IOM procedures and in a timely manner.
• Assist to compile weekly and monthly reports for the units petty cash/cash advance in a timely manner and with accuracy.
• Assist the unit in the organization of trainings in particular ensuring all the logistics are covered, booking of conference facilities, booking of refreshments and all the materials needed for the trainings.
• Distribute office materials to DTM staff members as needed and maintain proper records;
• Perform other duties as may be assigned by the supervisor.

Required Qualifications and Experience :

EDUCATION:

• University or Bachelor’s degree in International Relations, Business Administration, Information Management, Social Science, Migration studies, Demographics and population studies, or a related field from an accredited academic institution with three years of relevant professional experience.
• School diploma with five years of relevant professional experience .

EXPERIENCE :

• Prior experience in logistical and admin-related processes to support deployment of enumerators for field data collection.
• Experience of administrative, procurement and finance-related processes, preferably for a UN agency.

SKILLS :

Ability to coordinate with third-part contractors and other external agencies for the rapid deployment of staff.

Languages :

REQUIRED:

Good command of English and Fluency in Urdu is required (oral and written).

DESIRABLE :

Ability to speak in other regional langauges (e.g. Pashto, Balochi, Punjabi, Sindhi, Farsi) is an advantage.

Only short-listed candidates who is matching required criteria for the position will be contacted by IOM.

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.