Administrative Assistant

Under the overall supervision of the Head of Resources Management in Doha, Qatar and direct supervision of the Administration Officer, the successful candidate will be responsible and accountable for providing the necessary administrative support and guidance to CAS office.

Core Functions / Responsibilities:

• Assist in the maintenance and timely application of Standard Operating Procedures (SOP) related to Staff Visas and Qatari IDs (QID) applications and renewals, ensuring proper record keeping and correspondence.
• Assist in preparing visa and QID applications and renewals submissions for all incoming IOM staff and their dependents, and staff on TDY/STA.
• Extract all newly issued visas from the portal and share with relevant staff concerned and assist in maintaining the database for all personnel on SharePoint.
• Prepare documents related to staff Driving license applications, and shipment clearances.
• Follow-up with different unit focal points on updates of incoming and outgoing staff and collect all necessary information related to newly hired staff such as visa expiry dates, dependents details, residential address etc.
• Serve as contact person on visa and QID related issues and keep the supervisor informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor.
• Enter, retrieve, structure and update information and data from various sources into the main database (staff list, visa tracker, CAS access list etc..).
• Respond or draft responses to standard/ routine correspondence and other communications of related staff inquiries.
• Perform the role of Timekeeper in PRISM; maintain, update, and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedures in PRISM.
• Efficiently and accurately assist with handling CAS Access Requests, CAS Screening Appointments, including timely distribution of access cards. Provide daily updates on incoming and outgoing staff counts when needed.
• Update staff list for security department and UNDSS database, and act as a warden if required.
• Perform other duties as required.

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience.
• Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage

Skills

• Proficiency in MS Office applications such as Word and Excel
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Strong interpersonal & intercultural skills with an attention to detail
• Excellent typing skills in Arabic

Languages

For all applicants, fluency in English is required (oral and written). Working knowledge of any UN Official language(s) and/or Arabic is an advantage.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency:maintain 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

Other

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.