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Field Operations and Administrative Assistant Kampala

Posted by International Organization for Migration Private Central
  • Company: International Organization for Migration
  • Experience: 2 - 5 years
  • Studies: Postgraduate Certificate / Diploma
  • Category: Accounting
  • Contract: Permanent
  • Salary: Over 100.000 / month (USh)
Job Title: Field Operations and Administrative AssistantOrganisation: International Organization for Migration (IOM)Duty Station: Kampala, UgandaReports to: Operations OfficerVacancy Number: SVN 012/08/014About IOM:Established in 1951, The International Organization for Migration (IOM) is the leading inter-governmental organization on migration and works closely with governmental, inter-governmental and non-governmental partners to promote humane and orderly migration for the benefit of all. It does so by providing migration management services and assistance to governments and migrants, including refugees and displaced persons. With 132 member states, a further 17 states holding observer status and offices in over 100 countries, IOM operates in more than 460 field locations globally.IOM established its office in Kampala in 1988, at the same time that Uganda became a member state to IOM, and currently has field presence in Moroto, Kyangwali, Lobule and Adjumani. IOM is establishing its presence in the refugee settlements in Nakivale, Kyangwali and Kyaka II.The resettlement programme has been and continues to be a fundamental pillar of the Organization’s work arranging organized international transfer of refugees and other migrants which allow IOM to provide safe and orderly movement of persons around the world. From discrete ad hoc rescue operations of extremely vulnerable individuals to massive evacuations of populations at risk, IOM resettlement operations exemplify the Organization’s competence, care and commitment toward migrants and are concrete examples of IOM’s professional operational excellence.Key Duties and Responsibilities: 1. Operations:Act as IOM”s logistical focal point within the refugee settlements, ensuring that any IOM supported refugee travel within the Resettlement Programme is organized efficiently, on time and with due respect to the dignity of the refugees.Work closely with the partners (UNHCR, MTI, OPM, and other) to ensure that all IOM”s work is fully coordinated with partners as appropriate and that all refugees have the relevant documentation and notifications for the journey.Assist the IOM operations through being the information management and information dissemination focal point and hub, ensuring the refugees are fully notified for travel for pre-departure screening, medical checkups (and any other purpose related to the refugee resettlement programme) and that all partners are consulted and informed of IOM activities as appropriate.Receive refugees who have departures cancelled and assist to reintegrate them back into the camp while the process is reviewed.Notify cases with particular security designation of their travel arrangements and ensure absolute confidentiality and sensitivity in the handling of such cases2. Administration:Assist in overall administrative and financial support in the day-to-day management and functioning of the field OfficePreparation of monthly Funds Request (or more frequently as necessary) and submission to Kampala in order to ensure that programmatic and sub-office financial needs are satisfactorily catered for.Prepare Purchase Requisition Forms (PRF) and assist the procurement staff in Kampala in procurement of program supplies and equipment in accordance with IOM established procurement procedures.Update and maintain complete records of inventory of all assets in the field office, verifies and certifies coding of supplies & Equipment. Check and prepare inventory reports and forward to Kampala on a monthly basis.Monitor office maintenance, maintenance supplies, utilities and their invoicing, organise repairs of equipment and machinery. Monitor stock of office supplies and orders / requests replenishments when required.Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelinesEnsure efficient use of the vehicles for routine day to day operations. And coordinate with the Logistics Assistant in Kampala by checking and ensuring timely repairs and maintenance of all IOM vehicles at the sub-office.Perform any other duty within the incumbent’s capabilities as assigned by the supervisorsQualifications, Skills and Experience: The applicant should have at least four years of relevant experience.He/ she must also have completed a high school diploma in Business Administration/ Commerce/ Accounts/ Secretarial studies.The applicant should effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staffEffectively applies knowledge of relevant financial disciplineDevelops / follows internal control procedures to prevent fraud and mismanagementEnsures application of institutional financial policies and guidelinesAdvocates incorporation of financial considerations into processes and procedures Language Proficiency: English is required. Knowledge of both Swahili and Runyakitara is advantageousPersonal Competencies:1. Accountability:Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA)Accepts and gives constructive criticismFollows all relevant procedures, processes, and policiesMeets deadline, cost, and quality requirements for outputsMonitors own work to correct errorsTakes responsibility for meeting commitments and for any shortcomings2. Client Orientation:Identifies the immediate and peripheral clients of own workEstablishes and maintains effective working relationships with clientsIdentifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries3. Continuous Learning:Contributes to colleagues' learningDemonstrates interest in improving relevant skillsDemonstrates interest in acquiring skills relevant to other functional areasStays abreast of developments in own professional area4. Communication:Actively shares relevant informationClearly communicates, and listens to feedback on, changing priorities and proceduresWrites clearly and effectively, adjusting wording to the intended audienceListens effectively and communicates clearly, adapting delivery to the audience 5. Creativity and Initiative: Proactively develops new ways to resolve problems6. Leadership and NegotiationConvinces others to share resourcesPresents goals as shared interests7. Performance Management:Provides constructive feedback to colleaguesProvides fair, accurate, timely, and constructive staff evaluationsUses staff evaluations appropriately in recruitment and other relevant HR procedures 8. Planning and Organizing:Sets clear and achievable goals consistent with agreed priorities for self and othersIdentifies priority activities and assignments for self and othersOrganizes and documents work to allow for planned and unplanned handoversIdentifies risks and makes contingency plans9. Professionalism:Masters subject matter related to responsibilitiesIdentifies issues, opportunities, and risks central to responsibilitiesIncorporates gender-related needs, perspectives, and concerns, and promotes equal gender participationPersistent, calm, and polite in the face of challenges and stressTreats all colleagues with respect and dignityWorks effectively with people from different cultures by adapting to relevant cultural contextsKnowledgeable about and promotes IOM core mandate and migration solutions 10. Teamwork:Actively contributes to an effective, collegial, and agreeable team environmentContributes to, and follows team objectivesGives credit where credit is dueSeeks input and feedback from othersActively supports and implements final group decisions11. Technological Awareness:Learns about developments in available technologyProactively identifies and advocates for cost-efficient technology solutionsUnderstands applicability and limitation of technology and seeks to apply it to appropriate work
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