Administrative Assistant (Child Protection)

The Administrative Assistant (Child Protection) will support the coordination of administrative and financial activities related to the protection of unaccompanied migrant children and vulnerable beneficiaries in Greece. The role involves monitoring administrative operations, supporting procurement and record-keeping, and assisting implementing partners to ensure effective project implementation.

Responsibilities

• Monitor and support the administrative and financial operations of the assigned facility by performing administrative tasks, maintaining accurate records of expenses and supporting documentation, and ensuring proper documentation and record-keeping for Implementing Partners.
• Assist in the development, revision and implementation of project Standard Operating Procedures (SOPs), and operational guidelines for field staff, while providing technical support to IOM Implementing Partners to ensure consistent and standardized implementation of project activities.
• Keep records of all deliverables completed at field level and ensure the timely submission of the documentation to the Project Manager.
• Maintain accurate records of the Non-Food Items (NFIs) kept in storage; identify potential shortages and follow up with the National Cluster Coordinator on any needed additional purchases and monitor needs and deliverables shared by Implementing Partners.
• Assist with the distribution of basic goods to the beneficiaries of the action.
• Keep records of the documentation related to the use of IOM rented vehicles; ensure the submission on an accurate and timely manner of all required documentations.
• Conduct regular on site visits at the areas of operation to ensure close monitoring of all administrative related tasks.
• Assist in procurement procedures, prepare specifications for orders and purchase requests in IOM systems.
• Conduct procurement procedures for low value items required.
• Monitor Staff Attendance, Annual Leaves and ensure they are properly documented in IOM systems, support field staff with relevant issues.
• Maintain close coordination with the Budget Monitoring & IP Control Unit to support the National Cluster Coordinator in ensuring consistency and compliance between narrative and financial reports.
• Monitor vendor performance for various services provided in the facilities (Catering, cleaning, maintenance), perform quality checks and communicate shortfalls with IOM office.
• Perform such other related duties as may be assigned.

Requirements

• University degree from an accredited academic institution of social sciences and one year of relevant working experience will be an advantage; or High school degree/certificate with at least three years relevant working experience.
• Previous experience in a similar role preferred.
• Familiar with direct assistance to migrants and/or refugees preferred.
• Previous experience working with children preferred.
• Experience in working in a multi-cultural environment an advantage.
• Strong organizational, facilitation, communication, writing and presentations skills.
• Computer literacy in standard software applications (MS Office, etc). Certification of computer literacy will be an asset.
• Valid driver’s license with at least five years driving experience an advantage.
• Fluency in Greek and English (oral and written) is required.

Skills

• Administrative Support
• Child Protection
• Migrant Assistance
• Refugee Assistance
• Multicultural Environment Experience
• Organizational Skills
• Facilitation Skills
• Report Writing
• Presentation Skills
• Microsoft Office Suite
• Procurement Support
• Records Keeping
• Project Implementation Support
• Driving License

Languages

Greek, English