VN 064/2021
Common Services Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
Open to Internal and External Candidates
Job classification
General Staff
Grade
G-4
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Fixed term, one year with possibility of extension
Closing date
Salary
Php 511,035 per annum net of taxes

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.

Context

Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the Senior Common Services Assistant of Common Services Unit, the Common Services Assistant shall perform general administrative tasks, office maintenance, and report preparation support.

Core Functions / Responsibilities

GENERAL ADMINISTRATIVE TASKS

  • Provide general administrative support in the management of the IOM office, housekeeping and utilities for MAC.
  • Handle communications, arrange meetings, take meeting notes and follow up for the pending tasks.

OFFICE MAINTENANCE

  • Facilitate IOM door access to staff and visitors with prior approval from the Head of the Unit and the Office of Staff Security (OSS) respecting the established office security protocol.
  • Assist in the management of the schedules of IOM drivers and messengers.
    • Schedule and monitor daily trips/errands of drivers and messengers.
    • Provide supporting documentations for over time requests filed by the drivers and messengers.
  • Prepare transportation service request for airport transfers of incoming/outgoing IOM staff and visitors.
  • Prepare requests for IOM vehicles service maintenance and ensure that this is done on a regular basis.
  • Ensure that supplies i.e. office supplies and cleaning are monitored and are replenished.
  • Perform purchase related tasks as follows:
    • In coordination with the Local procurement unit, prepare Purchase Requests.
    • Prepare Request for Payments (RFP) for service providers.
    • Coordinate with the Accounts payable unit on issues or discrepancies related to payment/ invoice.
  • Assist in the maintenance of the unit’s Intranet and SharePoint pages.
    • Serve as Intranet focal point for the MAC Common Services section on the Intranet Portal.
    • Coordinate with the Intranet and SharePoint teams for any updates, issues, and requirements.
    • Upload documents and update sections related to the Unit, as needed.
    • Assist in the preparation and maintenance of high-quality documentation such as operations manual that meets applicable standards and is appropriate for its intended audience.
  • Update and maintain large distribution lists.
  • Monitor, prepare, and distribute Advisories, using MailChimp.
  • Provide support in the management of messages received in the MAC Common Service mailbox.
    • Take ownership of inquiries, issues and/or requests sent to the MAC Common Services’ mailbox.
    • Open, respond to, update, and resolve inquiries, issues and/or requests received from colleagues and vendors.
    • Provide support by giving either immediate information or workarounds for requests or issues.
    • Analyze and coordinate with the colleagues to appropriately address issues, inquiries or requests.
  • Provide support to Department/Unit Managers.
    • Coordinate and follow up with Department/Unit Managers regarding the submission of documents for payment of services rendered by the vendor.
    • Maintain, update and reconcile attendance record for staff consultants on monthly basis.
    • Ensure regular updates of staff list and share the report.
  • Provide liaison assistance to staff and IOM.
    • Provide support in the facilitation of the required documents for incoming international staff / officials and their qualified dependents.
    • Liaise with Philippine Foreign Service Posts to expedite visa application processing of IOM staff and qualified dependents.
    • Prepare necessary documents related to incoming official shipments of the organization to be submitted to the appropriate government agencies.
    • Facilitate the requests for issuance of the airport passes for IOM operations staff and IOM officials.
    • Liaise with appropriate government agencies and Embassies on issuance of local licenses for International Officials.

REPORTS PREPARATION

  • Assist in the preparation of administrative reports that may be required.
  • Provide assistance in preparing reports required by government agencies.
  • Perform other duties as may be assigned.
Education
  • Completed University degree in Business Administration, Mass Communications, or any related field of study with two years of relevant professional experience; or
  • Completed High School degree from an accredited academic institution, with four years of relevant professional experience.
Experience
  • Work experience from a multicultural organization an advantage.
  • Commitment, efficiency, self-motivation, creative thinking and strong organizational skills.
  • Flexibility, diplomacy, and good customer relations.
  • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
  • Computer literacy including proficiency in MS Office applications and MailChimp.
Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values
Inclusion & respect for diversity
  • Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
  • Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
  • Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
  • Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
  • Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
  • Delivers on commitments; manages the organization’s resources reliably and sustainably.
  • Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
  • Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
  • Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
  • Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
  • Seeks to raise professional standards in self and others through daily work and activities.
  • Adapts quickly to change and is decisive and versatile in face of uncertainty.
  • Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
  • Accepts personal responsibility for quality and timeliness of work.
  • Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
  • Presents information using language and sequence of ideas that is easy for recipients to understand.
  • Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
  • Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
  • Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
  • Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Puts new learning into practice and draws on diverse sources of ideas and inspiration.
  • Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
  • Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
  • Produces quality results and provides quality services to clients.
  • Meets goals and timelines for delivery of products or services.
  • Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
  • Shows understanding of own role and responsibilities in relation to expected results.
How to apply

Interested candidates are invited to submit their applications online by clicking on the below APPLY button and completing the profile registration.