Administrative and Logistics Associate

Under the overall supervision of the Senior Programme Coordinator (Protection and the direct supervision of the Senior Programme Support Associate (VHR), the incumbent will provide support in the planning and administration of aspects of Voluntary Humanitarian Return assistance, VHR operational activity in Libya in line with IOM’s policies and procedures, and donor requirements.

1. Provide administrative support to the Voluntary Humanitarian Return (VHR) Program, facilitating a smooth operation of the office and effective implementation of the program.
2. Assist the Protection Officer (Migration Returns & Reintegration) in implementing the VHR Program, focusing on financial and administrative transactions, adhering to IOM policies and donor requirements.
3. Carry out administrative tasks, maintain organized project records, and monitor timely processing of program activities.
4. Support all exit visa requests and facilitate settlements professionally. Process advance transfer requests from Tripoli and surrounding areas.
5. Serve as the liaison for land transportation inquiries related to the Movement and VHR. Coordinate travel arrangements, including authorizations, security clearances, payments, ticket bookings, accommodations, visas, and transportation.
6. Assist in the organization and provision of logistical support for meetings, conferences, and workshops. Coordinate the preparation of agendas and necessary documentation.
7. Maintain an efficient electronic and paper filing system, including scanning and filing documents.
8. Compile and manage administrative and financial data related to office supplies, verifying accuracy and timely communication with colleagues.
9. Monitor payments to vendors and contractors, identify office technology needs, and support with office equipment and systems maintenance in collaboration with the IT department.
10. Assist in procuring office supplies and equipment, obtaining service quotes, and verifying procurements.
11. Maintain accurate stock inventory of Non-Food Items (NFIs) and Personal Protective Equipment (PPE) at the VHR stock.
12. Perform additional administrative tasks as required to support the VHR unit's operations Education
    • Bachelor’s degree in Business Administration or a related field from an accredited academic institution with two years of relevant professional experience, or,
    • High school diploma with five years of relevant professional experience.   Experience
      • Experience preferably with a government agency, international organization or NGO involved in migration management and/or working in the field of human rights;  Skills
        • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
        • Proficiency in MS office applications such as Word and Excel. Languages
          • Required: English and Arabic
          • Preferable: French   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   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.
13. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
14. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.