Administrative Clerk at International Organization for Migration (IOM)

Vacancy Number: SVN/IOMSO/011/2023

Core Functions / Responsibilities:

UN Office in Nairobi:

• Assist the Senior Admin & Coordination Support Assistant in follow-ups with UN Office in Nairobi (UNON) for Protocol-related applications for international staff based in Nairobi.
• Assist in updating the Protocol Tracking sheet and monitoring the expiration dates for permits, visitor’s passes, driving licenses, diplomatic IDs, etc.
• UNLP Processing: Assist in physical and electronic filing of UNLP applications for international and national staff in Somalia and Kenya, as well as maintaining the Tracking Sheet.
• CoM & HSO Nairobi Offices support: Support the Senior Admin & Coordination Support Assistant with the preparation of meeting briefing notes, finalization of Travel-related requirements, e.g. accommodation bookings, trip files and follow up on travel expense claims with finance.
• Courier Services: Assist the Senior Admin & Coordination Support Assistant to provide staff members with DHL courier service support.
• Ledger Book management (referencing official documentation): Issue reference numbers for official letters/communications and maintain records.
• Conferencing Support: Support in managing the booking of conference rooms for Town Hall meetings, UNON Briefings, or trainings (virtual and in person).
• Correspondence Management (IOM Somalia mailbox): Support in monitoring the IOM Somalia general mailbox for urgent communications and flag these to the Senior Admin & Coordination Support Assistant for onward action.
• Provide support in directing/transferring external calls.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

1. Bachelor’s Degree Social Science, Business Administration, Project Management, International Relations, or a related field from an accredited academic institution with 1 year of relevant professional experience; or
2. High School Degree/Certificate in the above field from an accredited academic institution with three years of professional experience.

Experience

• Experience in administrative management & basic knowledge of financial & procurement processes.
• Experience in writing and editing communication and official letters.
• Experience in working with an international organization or a Non-Governmental Organization.
• Prior experience in minute-taking, writing official correspondences and supporting senior officials is an advantage.
• Experience in the usage of office software packages (ex. Outlook, Word, Excel, PowerPoint, Teams, Adobe etc.) & demonstrated knowledge of basic information technology.

Skills

• Good coordination, communication, and organizational skills.
• Time-management skills and ability to multi-task.
• Ability to maintain confidentiality and work in a multicultural environment.

Languages

• Fluency in English and working knowledge of Swahiliis required.