Administrative Assistant

شناسه پست:SVN-KBL-155/18
عنوان: Administrative Assistant
دسته بندی:برنامه
مدت:6 Months whit possibility with extension
تاریخ ختم:2018-11-22-(5 ماه پیش)
تعداد نفر:1
معاش:As per IOM salary scale G-5/1
جنسیت:مرد یا زن


کارفرما:IOM |درباره IOM


تحصیلات:University Degree or equivalent in Business Management Client Services Social Science or related d
تجربه کاری:Minimum 3 (or 5 for candidates holding high سال

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies



  • Accepts and gives constructive criticism

  • Follows all relevant procedures processes and policies

  • Meets deadline cost and quality requirements for outputs

  • Monitors own work to correct errors

  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own work

  • Establishes and maintains effective working relationships with clients

  • Identifies and monitors changes in the needs of clients including donors

  • governments and project beneficiaries

  • Keeps clients informed of developments and setbacks

Continuous Learning

  • Contributes to colleagues learning

  • Demonstrates interest in improving relevant skills

  • Demonstrates interest in acquiring skills relevant to other functional areas

  • Keeps abreast of developments in own professional area


  • Actively shares relevant information

  • Clearly communicates and listens to feedback on changing priorities and procedures

  • Writes clearly and effectively adapting wording and style to the intended audience

  • Listens effectively and communicates clearly adapting delivery to the audience

  • Creativity and Initiative

  • Actively seeks new ways of improving programmes or services

  • Expands responsibilities while maintaining existing ones

  • Persuades others to consider new ideas

  • Proactively develops new ways to resolve problems

Leadership and Negotiation

  • Convinces others to share resources

  • Actively identifies opportunities for and promotes organizational change

  • Presents goals as shared interests

  • Articulates vision to motivate colleagues and follows through with Commitments

Performance Management

  • Provides constructive feedback to colleagues

  • Identifies ways for their staff to develop their abilities and careers

  • Provides fair accurate timely and constructive staff evaluations

  • Uses staff evaluations appropriately in recruitment and other relevant HR

  • procedures

  • Holds directly reporting managers accountable for providing fair

  • accurate timely and constructive staff evaluations


Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others

  • Identifies priority activities and assignments for self and others

  • Organizes and documents work to allow for planned and unplanned handovers

  • Identifies risks and makes contingency plans

  • Adjusts priorities and plans to achieve goals

  • Allocates appropriate times and resources for own work and that of team Members


  • Masters subject matter related to responsibilities

  • Identifies issues opportunities and risks central to responsibilities

  • Incorporates gender-related needs perspectives and concerns and

  • promotes equal gender participation

  • Persistent calm and polite in the face of challenges and stress

  • Treats all colleagues with respect and dignity

  • Works effectively with people from different cultures by adapting to relevant cultural contexts

  • Knowledgeable about and promotes IOM core mandate and migration solutions


  • Actively contributes to an effective collegial and agreeable team environment

  • Contributes to and follows team objectives

  • Gives credit where credit is due

  • Seeks input and feedback from others

  • Delegates tasks and responsibilities as appropriate

  • Actively supports and implements final group decisions

  • Takes joint responsibility for teams work

Technological Awareness

  • Learns about developments in available technology

  • Proactively identifies and advocates for cost-efficient technology solutions

  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs


  • Ability to work effectively and harmoniously with colleagues from varied cultures

  • and professional backgrounds.

  • Ability to meet deadlines and work under pressure.

  • Experience with the following technologies: Windows 7 and NT operating systems; client/server hardware and software; input/output technology digitizing equipment internet services and related technologies;

V. Education and Experience

  • University Degree or equivalent in Business Management Client Services Social Science or related discipline preferred; or an equivalent combination of education training & experience;

  • Minimum 3 years (or 5 for candidates holding high school diploma) of relevant professional experience in a similar setting & capacity preferred; Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities;

  • Demonstrated proficiency with Microsoft Office applications including Excel PowerPoint Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel Word PowerPoint and Publisher.

  • Previous work experience in international organizations and service industry companies would be an advantage.

  • Strong interpersonal & intercultural skills with an attention to detail

VI. Languages


Fluency in German English and Dari is required.


working Knowledge of Pashto is an advantage





Under the direct supervision of National Medical Officer and overall supervision of the Senior Resource Management Officer in Afghanistan and in close coordination with the Regional Migration Health Officer (RMHO)   the incumbent will provide support guidance monitoring and coordination on the program administration and on the management of resources at the Migration Health Assessment Centre (MHAC) in IOM Kabul ensuring sound administrative technical program support coordination as well as provision of efficient and effective programme support services in accordance with IOM rules and regulations and project implementation guidelines.

Duties and Responsibilities:

  1. Assists the Migration Health Assessment Center (MHAC) in administrative coordination of human resources procurement and logistics aspects of all migration health assessment programs in Afghanistan in close coordination with concerned staff/units.

  2. Checks reconciles verifies and timely submits venders’ monthly invoices along with payment requests containing WBS elements to finance for further processing.

  3. Checks verifies and reconciles records provided by Teleradiolgoy Center in Manila for primary X-Ray readings and IOM Islamabad laboratory for Sputum smear & culture. After verification identifies WBS elements and provides to the mentioned centers for further processing.

  4. Prepares Monthly Name Lists and Invoices under particular projects and submits the final documents to concerned IOM offices in different locations.

  5. Regularly monitors caseload revenue collected and expenditure incurred under different projects and compares the actuals vs planned budgets. Reports the variance (Increase/Decrease) to be reported to National Medical Officer and through him to concerned offices.

  6. Maintains ledgers and records of different transactions for reconciliation and monitoring purposes.

  7. Assists in reviewing agreements and contracts with various service providers medical suppliers and health partners in coordination with National Medical Officer Legal Department and other concerned units in IOM Kabul.

  8. Regular reviewing of existing procedures and if necessary recommending and introducing possible improvements to strengthen internal monitoring evaluation and control systems and improve efficiency and effectiveness.

  9. Prepares Purchase Request Forms and provides WBS elements for items needed to be purchased and follows up the requests to be processed timely.

  10. Registers all beneficiaries coming to MHAC in MHAC’s Database and produces the following documents for each beneficiary (Bio Data form Referral Forms and Cash Receipt/ Invoice).

  11. Responds timely to ad hoc requests for information statistics cost estimates and budgets.

  12. Consults and coordinates closely with the Project Officer (Health Assessments worldwide) at MHD/HQ and MHD Financial Analysts based in MAC on migration health administrative issues.

  13. Prepares verifies and provides the following reports:

  • Monthly detailed Caseload Reports 

  • Monthly Internal Activity Report

  • Annual Internal Activity Report to Management (Annual High Lights)

  • Annual Activity Report toMHD – Regional Office

  • Annual Project Report of UK-Refugee Program (RE.0127)

  • Annual Statistic Reports to Regional Office including Q.C. and Validation of around 4 000 records by reconciling MHAC internal records to MIMOSA. 

  • Adhoc Statistic and narrative reports for different concerned stick holders.

  • Budget creation for different projects with coordination of resource management program support assistant.


طریقه ارسال درخواستی

Method of Application:

Interested applicants are invited to send their curriculum vitae by the following e-mail address: [email protected]  and by 22 November 2018 latest referring to this advertisement quoting the above vacancy notice number.  Candidates holding IOM contract should submit the internal application form. Sending curriculum vitae to the above-mentioned e-mail address is mandatory and please ensure your contact details are correct in your CV (Curriculum Vitae). Applicants who failed to do so will not be considered. We do not accept hard copies.

Due to the high volume of applications received only shortlisted candidates will be contacted. Please ensure that the e-mail address that you will indicate in your application is accurate.


Campaigning for this position will be grounds for disqualification.


ایمیل:[email protected]