Admin Assistant

4 months ago


Doha, Qatar International Organization for Migration Full time

Position Title**:Admin Assistant (Public Relations)**

Duty Station**:Doha, Qatar**

Classification**:General Service Staff, G-4**

Type of Appointment**:One Year Fixed Term, with possibility of extension**

Estimated Start Date**:As soon as possible**

Closing Date**:12 September 2024**
- Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants._

Applications are welcome from first
- Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo_
- (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See;_
- Iceland; Kiribati; Lao People's Democratic Republic (the); Madagascar;_
- Marshall Islands; Micronesia (Federated States of); Namibia; Nauru;_
- Palau; Saint Kitts and Nevis; Solomon Islands; Suriname; The Bahamas;_
- Tonga; Tuvalu; Uzbekistan; Vanuatu_
- **Context**:_
- **Core Functions / Responsibilities**:_
- Assist in preparation of documentation related to processing of staff visas, QIDs, shipment clearances, driving licenses and vehicle registration/ownership change.
- Extract all newly issued visas from the portal and share with relevant staff members and assist in maintaining the database for all personnel on SharePoint.
- Assist in following-up with different unit focal points on updates of incoming and outgoing staff members and collect all necessary information related to newly hired staff such as visa expiry dates, dependent details, residential address, etc.
- Assist in responding or drafting responses to standard/routine correspondence and other communications of related staff inquiries.
- Assist liaisons with respective Government departments and keep the supervisor informed by conveying directives, reports, status updates and other relevant information, bringing sensitive and urgent matters to the attention of the supervisor.
- Perform other duties as assigned.
- **Required Qualifications and Experience**_

**Education**
- High school diploma with four years of relevant experience.
- Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

**Experience**
- Experience dealing with similar roles (liaising with government authorities) in Qatar is a must.
- Knowledge of local labor regulations and governmental authorities
- Knowledge and experience of government portals systems.
- Attention to detail, ability to organize paperwork in a methodical way.
- Discreet, detail and client-oriented, patient and willing to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

**Skills**
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
- Strong interpersonal & intercultural skills with an attention to detail
- Excellent oral and written communication and negotiation skills both in Arabic and English.

**Languages**

IOM's official languages are English, French, and Spanish.

**For all applicants, fluency in Arabic & English language is required (oral and written).**

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

**Values**
- all IOM staff members must abide by and demonstrate these three values:

- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
- behavioural 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 actions and delegated work.
- Communi


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