Under the overall supervision of the Resource Management Officer (RMO) and direct supervision of Senior Finance Assistant, the incumbent will be responsible for the carrying out of administrative and financial tasks at IOM Djiboutiโs Resource Management Unit. The role is multi-faceted and entails a range of different responsibilities :
- Submit VAT claims electronically and Reconcile VAT claims refunded by government with vendors and General Ledger account
- Create and maintain an orderly filing system โ both electronically and in hard copy according to IOM general guidelines;
- Monitor and verify billing of staff for private use of IOM assets such as personal calls and ensure recording in PRISM
- Follow-up with staff to ensure timely submission of computed Travel Expense Claims (TECs) as soon as they return from TDY and ensure TECs are computed in accordance with IOM Travel Rules and Regulations.
- Assist in the logistics for trainings, workshops, and meetings coordination with the relevant unit
- To be custodian of stationary stock including taxi books and office supplies and maintain log for the same
- Provide general Admin support to RMU Team.
- Perform any other duties that may be assigned.
TRAINING COMPONENTS AND LEARNING ELEMENTS
The Intern will gain experience in working in an international multicultural environment, within the United Nations system.
- Gain experience in organization, management, and international cooperation activities.
- Gain a better understanding of IOMโs work, as an inter-governmental organization in the field of Migration, and work on formulating and editing institutional strategies, priorities and workplans.
- The Intern can also access online training courses at the disposal of all IOM staff.
- The Intern will have the possibility to interact with IOM staff within Headquarters and IOM Missions.
- Enrolled in the final year of a Bachelor's degree (or equivalent) in International Relations, Business Administration, Communications, Project Management, or related fields
- Or enrolled in a Masterโs program in similar disciplines
- Or graduated from a Bachelor's/Masterโs degree within the last 12 months prior to the internship start dateย
EXPERIENCE
- Prior internship or experience in administrative support, communications, or programme management in an international, governmental, or NGO context is preferred
SKILLS
- Excellent writing and formatting skills in both English and French
- Strong proficiency in MS Office (Word, PowerPoint, Excel, Outlook);ย
- Personal commitment, efficiency and results driven.ย
- Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a diverse team. Languages
IOMโs official languages are English, Frenchย ย ย Required Competencies ย IOMโs competency framework can be found atย this link. Competencies will be assessed during the selection process. ย Valuesย - 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.
- Prior internship or experience in administrative support, communications, or programme management in an international, governmental, or NGO context is preferred
- 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 Competenciesย โ behavioural indicators
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.