Common Services Assistant

The Common Services Assistant provides routine administrative support for office operations, common services activities, and report preparation under the supervision of the Sub-Regional Director and Senior Supply Chain Associate. The role involves assisting with office maintenance, procurement-related tasks, protocol functions, and supporting staff and visitors.

Responsibilities

• Provide routine administrative support for office operations, housekeeping and utilities for Sub-Regional Office.
• Assist with communications, meeting arrangements, preparation of meeting notes and follow-up on pending administrative tasks within the related unit/team.
• Assist with processing office access request for staff and visitors with prior approval from the Head of the Unit and the Office of Staff Security (OSS), in accordance with established office security protocols.
• Assist with maintaining schedules of IOM drivers and messengers.
• Assist with preparing and updating schedules for daily trips and errands of drivers and messengers.
• Provide supporting documentation for overtime requests submitted by the drivers and messengers.
• Prepare transportation service requests for airport transfers of incoming and outgoing IOM staff and visitors.
• Prepare requests for IOM vehicle servicing and maintenance and update related records.
• Maintain records of office and cleaning supplies and prepare replenishment requests when required.
• Perform purchase-related tasks including preparing Purchase Requests and Request for Payments (RFP) for service providers, and assist with follow-up on payment and invoice documentation with the Accounts Payable unit.
• Assist with follow-up on the submission of documents for payment of services rendered by the vendors.
• Provide liaison assistance to staff and IOM including preparing and compiling required documentation for incoming international staff and their qualified dependents.
• Assist with processing and tracking documentation related to visa applications processing of IOM staff and qualified dependents.
• Prepare necessary documents related to incoming official shipments of the organization for submission to the appropriate government agencies.
• Assist with processing requests for issuance of airport passes for IOM operations staff and officials.
• Assist in preparing and submitting documentation related to the issuance of local licenses for International officials.
• Assist in preparing and maintaining documentation related to the registration, licensing, and deregistration of official vehicles assigned to eligible international staff, in accordance with established procedures and local regulations.
• Maintain records related to vehicle assignment, maintenance, fuel records, and driver schedules.
• Assist in the preparation of administrative reports as required.
• Provide assistance in preparing reports required by government agencies.
• Carry out other related administrative and protocol support duties as assigned by the Supervisor or Executive Office, in accordance with established procedures.

Requirements

• Bachelor’s degree in Business Administration, Mass Communications, or any related field of study from an accredited academic institution with two years of relevant professional experience; or High School diploma with four years of relevant professional experience
• Experience in administrative or office support functions; experience in a multicultural organization an advantage.
• Commitment, efficiency, self-motivation, and good organizational skills.
• Flexibility, tact and good customer service skills.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Computer literacy, including proficiency in MS Office applications.
• Knowledge of MailChimp is an advantage.
• Fluency in English (oral and written) is required.

Skills

• Administrative Support
• Office Operations Coordination
• Report Preparation
• Procurement Support
• Customer Service
• Multi-cultural Team Collaboration
• Office Software Proficiency
• MailChimp
• Office Maintenance
• Protocol Functions

Languages

English