IOM International Organization for Migration
OIM Organizatia Internationala pentru Migratie

Administrative Officer - IOM

The IOM Mission to the Republic of Moldova is looking for an Administrative Officer, according to the Terms of Reference below, to start as soon as possible.

1. Vacancy Notice:               No: VN 2010/03 (E)
2. Duty Station:                  Mission to the Republic of Moldova, Chisinau
3. Type of Contract:            NO-A, UN Salary Scale
4. Position Title:                 Administrative Officer
5. Type of Appointment:      One year fixed-term contract, with possibility of extension.                                  

General Functions:

Under the supervision of the Chief of Mission (COM), the Administrative Officer is responsible and accountable for overseeing the staff and administrative functions of the IOM Mission in Moldova:

Oversee the administrative issues at the Mission.
Assist the COM in the supervision of the Mission’s administrative functions in accordance with the Organization’s policies and procedures.
Maintain files of all administrative rules/instructions/guidelines issued as reference for completion of work assignments.
Undertake regular reviews of administrative internal control procedures and report any identified internal control weaknesses and suggest remedial action(s).
Ensure that all documentation on the administrative issues is prepared according to the Organization’s established procedures and that the Organization’s requirements/procedures are followed.
Supervise and train staff on IOM’s administrative functions including human resources management in accordance with the Organization’s policies and procedures.
Monitor local legislation requirements and changes therein that may impact on the administration of the Mission.
Assist the project managers in the recruiting process, ensuring its conformity with the Organization’s policies and procedures. Prepare interview packages and arranging interview schedules.
Ensure that a PDS (Performance Development System) is in place to support the staff development and evaluation.
Prepare and ensure that all types of contracts are issued and/or renewed in a timely manner following established procedures and guidelines.
Prepare and submit the various HR forms/reports to relevant authorities (IOM Administrative Centers, Pension Administration, Health Insurance, etc.).
Verify and ensure that the procedures and documentation related to appointments, terminations, reassignments, promotions, changes in status, allowances, etc. are accurate and processed in a timely manner.
Regular review and update staff members’ individual personnel files to ensure essential documents are kept on file up to date.
Maintain attendance records for staff and distribute summary of accrued leave to staff periodically and upon request.
Initiate preparation of the Separation Clearance Statements and issuance of Certificates of Service as the case may be.
Prepare the Mission’s annual holidays and distribute it accordingly.
Maintain and periodically update the Mission’s organizational structure.
Ensure PRISM-HR is well maintained, and perform all the related PRISM-HR operations (personnel maintenance, payroll, etc.).
Ensure IOM procurement procedures are in place and followed at all times.
Establish and maintain the mission’s contracts filing system/database (on paper and electronically)
Perform such other duties as may be assigned

Desirable Qualifications:

University degree in Management; At least 5 years work experience in the area of human resources or administration. Excellent communication and organisational skills; Ability to deal tactfully and assertively with a wide range of people and confidential situation; Flexibility; Strong work ethics; Must be able adapt to changing organizational needs; Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds; High level of proficiency with Microsoft Office applications; Fluent knowledge of Romanian, Russian and English; Good knowledge of local employment legislation.

Method of application: