Administrative Assistant

[Diyala,Iraq ]

Context/Reporting line:
Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the
Head of Sub-Office (HoSO) in close coordination with the Human Resources Officer, the incumbent will
perform administrative duties to facilitate HR activities related to Stars Orbit/Third Party staff.
Core Functions / Responsibilities
1. Collect attendance sheets for SOC staff members especially Daily contract holders.
2. Ensure record keeping and maintenance of all Staff Files as well as relevant correspondences.
3. Search for HR Files as/when needed for colleagues seeking particular documents.
4. Coordinate with Programme Admin Staff and Team Leaders to make sure that employees are applying
HR rules and filling out timesheets correctly and accurately on a monthly basis.
5. In coordination with the Iraq HR SOC Team, making sure that all the staff have SOC IDs, Health
insurance cards, and PPEs as applicable.
6. Creating IOM portal accounts for new staff to ensure they can submit their TAs on time before they
start their TDYs.
7. Assist in reviewing and coordinating recruitment documents and activities and participate in the
process if necessary.
8. Follow up on contract extensions and separations to ensure administrative process are completed
9. Any other duty within the incumbent’s capabilities as assigned.
10. Follow up on International SOC staff for their lodging, transportation and other related SOC staff
entitlements and requirements, as applicable.
11. Perform other duties that may be assigned.

Context/Reporting line:
Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the
Head of Sub-Office (HoSO) in close coordination with the Human Resources Officer, the incumbent will
perform administrative duties to facilitate HR activities related to Stars Orbit/Third Party staff.
Core Functions / Responsibilities
1. Collect attendance sheets for SOC staff members especially Daily contract holders.
2. Ensure record keeping and maintenance of all Staff Files as well as relevant correspondences.
3. Search for HR Files as/when needed for colleagues seeking particular documents.
4. Coordinate with Programme Admin Staff and Team Leaders to make sure that employees are applying
HR rules and filling out timesheets correctly and accurately on a monthly basis.
5. In coordination with the Iraq HR SOC Team, making sure that all the staff have SOC IDs, Health
insurance cards, and PPEs as applicable.
6. Creating IOM portal accounts for new staff to ensure they can submit their TAs on time before they
start their TDYs.
7. Assist in reviewing and coordinating recruitment documents and activities and participate in the
process if necessary.
8. Follow up on contract extensions and separations to ensure administrative process are completed
9. Any other duty within the incumbent’s capabilities as assigned.
10. Follow up on International SOC staff for their lodging, transportation and other related SOC staff
entitlements and requirements, as applicable.
11. Perform other duties that may be assigned.

Education:
 Bachelor’s degree in Human Resources, Business Administration or any other related field from
an accredited academic university or institute.
IOM is committed to a diverse and inclusive environment. Applications from qualified female
candidates are especially encouraged, as well as the internal and external candidates are eligible to
apply to this vacancy. For the purpose of the vacancy, the internal candidates are considered as
first-tier candidates.
Page 2
Experience and Skills:
 At least 2 years of relevant work experience.
 Ability to work effectively and harmoniously with colleagues from varied cultures and professional
backgrounds, ability to handle confidential matters.
 Excellent communication and people skills.
 Adequate level of computer literacy – Excel, Word.
Languages:
 Fluency in English and Arabic is required

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal
applicants.
Interested candidates are invited to submit their applications via this link:

https://jobs.my-soc.org/apply/20211007132321/dm9C8y2YQXApl1Nu0MkvOFji3

In order for an application to be considered valid, IOM only accepts online profiles duly completed. Only
shortlisted candidates will be contacted.