Administrative Associate

General Functions:

  Under direct supervision of Head of Sub Office, and in coordination with the Resource Management Officer and with the National HR Officer based in Ankara, the incumbent will be responsible for day-to-day administrative support to the head of sub-office and resource management unit, providing efficient and effective execution of services in functional areas in line with IOM policies, standards and commitments, which include but are not limited to the following:

Major Duties and Responsibilities:           

1. Support the Head of Sub-Office and Resource Management Unit in the day-to-day functioning of the Sub-Office and timely provide feedback on the relevant areas of office administration.
2. Support the head of sub-office with processing claims, supplies and work requests, assist with other administrative paperwork.
3. Maintain tracking systems for and follow up on internal correspondence and document clearance and filing processes.
4. Provide oral interpretation from Turkish to English and vice versa.
5. Follow up admin tasks related to sub-offices activities such as TAs, BAS, contracts, POs, and agreements to be signed by HoSO.
6. Support the coordination of meetings of HSO with Local Government Officials, National Government of Turkey (GoT) interlocutors, Turkish civil society, Private Sector Representatives, and other local stakeholders.
7. Arrange office support services for meetings, training, seminars, committees, and special projects and events; attend meetings, prepare minutes, make arrangements for formal editing, translation, etc., of documents and publications.
8. Assist and guide newly arrived international staff with settling-in by providing support as regards to housing, medical, banking and educational facilities, transportation, general settling-in support, and follow-up on actions related to official work permit and residency card applications.
9. Coordinate with other units to facilitate smooth running and expedition of work within the Sub-Office administration.
10. Coordinate with Staff Development and Learning (SDL) regarding available online or in-class trainings and workshops available to staff members; act as a focal point of contact to support iLEARN and respond to training queries in close coordination with the SDL.
11. Arrange logistics and admin needs including but not limited to printing of training materials, venue reservation, and catering, as needed, with the Procurement and Logistics Unit.
12. Process training requests from staff members with relevant units for review and approval, ensuring that required training forms are duly completed, and terms and conditions thereon duly explained to the staff member.
13. Provide support to assess the training needs of employees; Coordinate with relevant unit to identify any available and upcoming training and propose related training to staff.
14. Act as a Sub-Office focal point of contact to support ILEARN and training queries in close coordination with the relevant unit in Ankara and SDL.
15. Follow up staff to complete the mandatory online training and update record of training list.
16. Conduct an introductory meeting and orientation for newly recruited staff.
17. Support with the revision, tracking and validation of staff attendance, annual and sick leaves, FWA, STA and R&R requests.
18. Facilitate and organize any official staff welfare related activity in coordination with mission staff welfare focal point.
19. Perform other duties as required.

Required Qualifications:

Education:

• Bachelor’s degree in business administration or HR or a related field from an accredited academic institution with three years of relevant professional experience or,
• High school diploma with five years of relevant professional experience.

Experience:

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Demonstrated proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint is required;
• Knowledge of IOM/UN regulations, policies, and procedures is highly desirable;
• 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;
• Proven ability to maintain confidentiality and data protection.
• Ability to work independently against tight deadline
• Pays attention to detail, and is able to organize paperwork methodically;

Languages:

• Fluency in English and Turkish is required.
• Working knowledge of Arabic is advantageous.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity:

Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• Integrity and transparency:

Maintains 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.

Core Competencies – behavioral 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.

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, accreditation, any residency or visa requirements, and security clearances.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

This is a local position and applications from candidates for non-Turkish citizens holding a valid residence permit residing in Türkiye might be considered.

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to iomtrjobs@iom.int or to IOM İlkbahar Mahallesi Konrad Adenauer Caddesi No: 63 Çankaya, Ankara Türkiye by the end of 8 October 2024.

Please note that only shortlisted candidates will be contacted.