Обновлено 13 октября 2005
, 37 лет
, Английский (Разговорный)
, стаж 15 лет и 4 месяца
Co-ordinate Chief of Mission's official appointments / travels.
Record appointments, long-distance calls, keeps / update the Chief of Mission's Address / Phone indexes.
Attend to the preparation of national / international meetings, conferences / visits including travel and hotel arrangements, as well as the itinerary of IOM visitors.
Welcome callers and visitors, relay messages from / to the COM.
Attend to the visa status of foreign officers and visitors with regard to changes, renewals, etc.
Ensure record keeping and maintenance of all relevant correspondence.
Create and maintain filing and reference system, following IOM guidelines.
File research as/when needed for colleagues seeking particular documents.
Draft routine correspondence, types letters, reports, memoranda, faxes, as well as IOM documents and forms related to IOM operational and administrative matters, from audiotapes and manuscripts.
Format and file correspondence, reports and documents prepared by staff.
Follow-up on correspondence through co-ordination, signature by the Chief of Mission, etc. Arrange meetings within and outside the city, make all necessary travel arrangements for CoM
Responsible for Staff Regulations and Rules for both Officials and Employees, and updates thereof.
Notify changes to the staff members concerned.
Establish and manage personnel files.
Prepare contracts, Personnel Actions, employment / salary certificates
Arrange for the employees' Entry-on-Duty Medical Examination and Medically Fit certificate, as well as for their inclusion in the appropriate medical coverage plan
Responsible for preparation of all reports on personnel matters to Headquarters (Personnel Establishment, MSP, CP, Requests for changes to the personnel establishment, etc
Prepare travel authorizations and advises on allowances for staff members leaving on duty travel.
Ensure security clearance is requested and received, when applicable
Attendance Records and control - payroll calculation
Monitor office maintenance, maintenance supplies, utilities and their invoicing, pests control services, etc.
Organize repairs of office equipment, and machinery
Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment, and office machines.
Check and prepare inventory reports
Verify mileage log and gasoline consumption for the office vehicles. Issue the yearly vehicle status report to HQs
Assist with the control and monitoring of the finance and budget activities of the mission;
Verify invoices and ascertain that the equipment, supplies or services they refer to were duly received or provided before proceeding with payment request;
Enter payments, receipts and non-cash vouchers in field accounting system, PAS2000;
Maintain PAS 2000 accounting software including regular maintenance functions and monthly closing procedures;
Ensures all supporting documentation and signatures are obtained before finalizing vouchers;
Ensure payments to suppliers and staff members are effected
Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation;
Prepare annual budget submission and revisions including estimating the cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget;
Assist in preparation of monthly / annual financial reports for the mission and donor reports;
Ensure an effective banking system is maintained, a monthly bank reconciliation is prepared, appropriate funding requests are made and sufficient funds are available locally.