Administrative Assistant (SMC)

Project Context and Scope: Established in 2006, the Internation Organization for Migration (IOM) Lebanon has set a strong track record in delivering humanitarian life-saving services to the most vulnerable populations affected by crises, while developing models and partnerships for longer-term recovery and development. The Country Office is implementing activities across Lebanon.

In coordination with national and local authorities and humanitarian partners, IOM supports Site Management and Coordination (SMC) interventions aimed at improving living conditions and service delivery outcomes for populations residing in displacement sites.

Under the overall supervision of the Head of Programs, and the direct supervision of the Senior Program Associate (Shelter), this position will provide support shelter and site management technical teams in the implementation of activities

· Assist in the implementation and monitoring of shelter and site management and coordination activities, ensuring compliance with IOM internal processes for direct implementation and partnerships with local organizations. This includes supporting the drafting of partnerships agreements as well as submission and follow-up of purchase requests and other administrative tasks needed for implementation.

· Retrieve, compile, summarize, and present information/data on specific program topics, including achievements and validation of expenses reports against forecast.

· Provide administrative and logistical support for capacity building activities, workshops as well as in kind assistance to community-based initiatives.

· Draft status reports, identifying shortfalls in delivery and bringing them to the attention of the supervisor.

· Draft and manage routine correspondence, including emails, reports, meetings minutes, formal letters, graphics, statistical tables, presentations and other forms of documentation; follow up with the supervisor on pending actions and progress.

· Perform other related duties as assigned

 Performance indicators for the evaluation of results

· Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.

· Team player: ability to work effectively with different levels within and outside the organization and with colleagues from colleagues from varied cultures and professional background.

· School diploma with four years of relevant experience; or,

· Bachelor’s degree in political or social sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related fields from an accredited academic institution with two years of relevant professional experience.

· Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations.

· Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups; and,

· Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

· Knowledge of Lebanese migration context, challenges faced by migrants, protection gaps and responses implemented by UN and NGOs, Community-based initiatives, and interventions

Competencies

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.

   

Core Competencies – behavioural indicators

• 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. 

    • Communication: encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.