Administrative Assistant

vor 1 Monat

Berlin, Deutschland IOM Internationale Organisation für Migration Vollzeit

Call for CVs

Position Title **:Administrative Assistant**
**Options for**:

- **Administration**
- **Human Resources**:

- **Procurement and Logistics**Duty Station **:Berlin or Nuremberg, Germany**
Reference Code **:CFCV-DE1-2023-02**
Classification **:Ungraded**
Type of Appointment **:Special Short-Term Contract (UG)**
Estimated Start Date **:March 2023**
Closing Date : *05 February 2023
*

Established in 1951, IOM is the leading inter-governmental organization in the field of
migration and 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.

*_Context:

- *

In Germany, IOM's main activities are based in the area of migrant protection and assistance,
including Assisted Voluntary Return and Reintegration, support of vulnerable migrants,
services regarding Resettlement and humanitarian admissions as well as immigration
assistance. In close cooperation with the German government and partners from civil society,
research, politics and migrant communities, IOM implements projects and advocates for
migrants' rights. More information on the Mission Germany can be found online.

Under the overall guidelines of the Chief of Mission (CoM) and under the direct supervision
of the Head of each department the incumbent will provide assistance in all aspects of
her/his duties and support overall the Resource Management Unit (RMU).
In particular, the incumbent will be responsible for the following specific duties based on
profile:
**_Core Functions / Responsibilities:_**
**Administrative Assistant**
1. Arranges and provides **logístical and administrative support** for Unit and team
meetings, take notes and follows up on outcomes.

2. Supports the **centralization of information** and creation of a Knowledge
Management Platform for the RMU.

3. **Prepares reports, briefings and background information** on regular basis or
as requested by the team heads including relevant documentation;
4. **Organizes and maintains filing system**, ensures record keeping and
maintenance of all relevant correspondence for the NRMO and the RMU;
**Human Resources Assistant**
1. Provides **Human Resources support** to the mission and to other IOM entities
supported administratively by the mission as needed;
2. In line with the IOM regulations, rules and polices, supports the **organization of HR**
**processes** including handling of entry-on-duty or separation-from-service, preparation
of contracts and/or terminations as required;
3. In coordination with the supervisor, **reviews the contractual situation** and the
administration of entitlements of local staff well as requests for promotions,
recruitment, separation, etc.

4. In line with the IOM procedures and local regulations, and in coordination with the
respective focal point **reviews and implements changes in the National Social**
**Security Scheme,** reviews changes of salary scale for local staff and calculates new
IOM salary scales according to set procedures, informs Health Insurances about
changes;
5. Ensures that **attendance data are properly administered** in PRISM and well as all
structural information and personnel data (OM, PA, Time and Attendance);
6. Supports and administer the **recruitment and selection** of local staff of CO Germany:
coordinating with interview panels as appropriate;
**Procurement and Logistics**
1. Provides **procurement, logístical and administrative support** for the mission and
as needed other IOM entities supported administratively by the mission;
2. In line with the IOM procurement regulations, rules and polices, supports the
**organization of procurement processes** including preparation of requests for
procurement, receipt of quotations, bids or proposals and their preliminary
evaluation, obtains additional information/documentation as required and
determines the availability of vendors;
3. In line with the IOM procurement and contracting regulations, rules and polices,
**prepares the purchase orders and service agreements/contracts** in and
outside of the material management system (SAP), prepares recurring purchase
orders for contracting of services, vendor creation and the maintenance of the filing
system in the procurement unit;
4. **Assists project management** and other relevant units in purchasing operations;
coordinates distribution of pertinent documents to concerned parties, ensures
appropriate follow-up action;
5. Ensures **proper control of assets** in the office by preparing inventory reports and
performing inventory and physical verification check-ups;
**General**
6. Provide support to the team in the absence of other colleagues in the RMU;
7. Performs any other duties as assigned by the CoM and/or the direct supervisor.

**_Required Qualifications and Experience_**

**Education**
Combination of education and experience in line with the position

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