IOM - Administrative Assistant - Erbil

Context/Reporting line:
Under the general guidance of the Head, Peacebuilding and Stabilization (PSD), the overall supervision of the Senior Programme Coordinator (Peace Bldg&Stabl) and the direct supervision of the National Operations Officer, the Administrative Assistant will provide clerical support to various support functions across the division in close coordination with technical units.
 

Core Functions / Responsibilities
1. Prepare purchase requisition forms, coordinate with PLU for specifications, and inspection of deliverables, and sign on goods receipt notes, payment summaries, and payment requests in close coordination with implicated teams before approval by the National Operations Officer.
2. Maintain administrative control records such as expenditures, travel, procurement, etc.
3. Receive and check supporting documents for consistency and accuracy and submit them to the finance department.
4. Assist the PSD team with logistical duties as required, including updating stocks related to PSD, and preparing a note for files and letters of invitation.
5. Remind International staff to follow up with HR on their entry visa.
6. Update various administrative databases on a regular basis.
7. Support staff onboarding, including ICT and IT Equipment, E-mail Creation, Portal Creation (Digital signature), and ID creation.
8. Support in creation of TRs, transportation arrangement, accommodation, UNDSS, MOP, and vendor creation of staff.
9. Train new staff on Portal and PRISM.
10. Perform such other tasks as may be assigned.