Administrative Support Assistant

General Functions:

Under the overall supervision of the Chief of Mission, direct supervision of the Senior Administrative Assistant and in close coordination with the Senior Resources Management Officer, the incumbent will be responsible in providing day-to-day support related administrative function in compliance with IOM internal policies and procedures.

S/he will be responsible for providing efficient and effective execution of services in functional areas which include but are not limited to the following:

Major Duties and Responsibilities:

           Support and follow-up on actions related to accreditation formalities with MoFA, visas, approvals and registrations of a wide range of administrative matters and pro-actively communicate and follow up on the technical details of the mentioned actions.

1. Assist processing/Following up on;
   • Issuance of Diplomatic and Official Visas.
   • Issuance and renewal of MFA ID Cards and provide monthly reports to HR.
   • Takrir and customs exemption for the Diplomatic and Official Vehicles.
   • License renewal of the Diplomatic and Official Vehicles.
   • Fuel quota periodic approval for the Diplomatic and Official Vehicles.
   • Takrir and customs exemption for the staff personal effects shipments.
   • Takrir and customs exemption for the Diplomatic and Official shipments.
   • VAT pre-approvals for the mission bulky and large purchases.
   • VAT refund for the CoM personal purchases.
   • Renewing the staff MFA VAT cards for the office purchases.
2. Support the administrative and technical aspects of the respective ministries’ implementations related to the IOM requirements.
3. Assist the Sr Admin Assistant in the organization of bilateral meetings with relevant authorities/ institutes/respective departments of the ministries/relevant embassies, consulates. 
4. Assist the Sr Admin Assistant in the organization of meetings and conferences;  support effective liaison and coordination with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, relevant to the administrative matters. 
5. Contribute to the drafting of Standard Operations Procedures (SOP)
6. Perform other related duties as may be assigned.

Required Qualifications:

Education:

• University degree in Political Science, Migration Studies, International Relations, or a related field from an accredited academic institution with two years of relevant experience, preferably in similar roles; or,
• Completed High School / Secondary School education with four years of relevant experience.

Experience:

• Proven experience in providing administrative and organizational support, and knowledge of IOM administrative procedures
• Experience in preparing clear and concise communications and coordination of administrative activities.
• Ability to work independently under minimal supervision.
• Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.
• Demonstrated proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint is required;
• Knowledge of IOM/UN regulations, policies, and procedures is highly desirable;
• Ability to work independently against tight deadline
• Pays attention to detail, and is able to organize paperwork methodically;
• Discreet and client-oriented; and,
• Ability to learn new processes and procedures quickly

Languages:

• Fluency in Turkish and English is required.

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:U 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.