Programme Administrative Assistant – Engineering, Tripoli, Libya

IOM - International Organization for Migration

IOM Tripoli, Libya

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Organizational Context and Scope

Under the overall guidance of the Chief of Mission and Head of RMU, with the direct supervision of the Programme Engineer and with close coordination with other relevant staff within the Programme Engineering and other units of IOM Libya, the incumbent will provide administrative and technical support to the preparation of BoQs, Drawings, Technical Specifications, Procurement Processes, Planning, Coordination, Implementation, and Monitoring of the Engineering Team’s activities and projects of SIBMMIL, MIDAS, IBM-TC-SAR, other Programme Units, and internal IOM Projects. The incumbent will be based in Tripoli and may be traveling to other cities in Libya and Tunis when needed.

Responsibilities and Accountabilities

  • Serve as administrative assistant to the team; be the bridge between the WEST–SOUTH and EAST-based Engineers and with the operational team and the finance/HR/procurement units.
  • Provide administrative support in coordination with all IOM Department/Units requesting Engineering Services and support and coordinate with relevant departments ensuring that all transportation, security clearances, etc. are being secured prior to any assessments or field visits.
  • Provide administrative support to technical assessments, studies, and research as required.
  • Support and assist the Programme Engineer in the coordination of all assessments and implementation activities and communication with the relevant Departments/Units in the mission.
  • Support the Programme Engineer to organize Tunis and Tripoli-based events, meetings, and training with all Engineers and RMU and all other relevant units in the smooth implementation of all Mission Engineering Projects.
  • Assist the Programme Engineer and the team members in developing forms and tracking tools for data management and update/improve the current IOM Libya Mission Engineering Workplan/Matrix daily or as required.
  • Establish a filing system, ensure the permanent update and accuracy of archives, and coordinate closely with the Program Engineer and Engineer/WASH staff to ensure appropriate document processing and follow-up on pending documentation.
  • Follow up and provide a status report to the Programme Engineer as to the progress of the assigned projects identifying shortfalls in delivery and making recommendations for issues/challenges encountered.
  • Follow up-up the weekly project reports from all Field Teams and ensure their timely weekly submission and compilation.
  • Assist in collecting and compiling necessary documentation for tenders (Scope of works, specifications, drawings, RFQs), liaise with different units to collect inputs, and, coordinate the preparation of Engineering Evaluation Reports according to established procurement procedures.
  • Prepare purchase requests and ensure the availability of necessary supplies for Engineering operations, in coordination with responsible Engineering field staff.
  • Assist the Program Engineer to liaise with Finance and Procurement Units in Tripoli/Tunis to follow up on contract extensions, renewals, invoices, the release of payments to contractors and service providers, and other relevant tasks.
  • Draft Notes For Files (NFFs) for projects, training/workshops, and meetings;
  • Help with the production and dissemination of information and visibility material, in collaboration with the IOM Libya PDSU and PI.
  • Translate relevant documents (including technical) and Bill of Quantities from Arabic to English and vice versa.
  • Provide translation works when needed in meetings and during ad hoc meetings and conversations/appointments with non-English speaking Engineering staff and other relevant stakeholders internally and externally.
  • Assist the Programme Engineer to review and check the submitted BoQs, Drawings, and Specifications to verify compliance with the required scope of works and project requirements, and to follow up, if necessary, with the respective Engineers for clarifications and modifications.
  • Provide support to the Project Engineers on the implementation of all Engineering Projects of SIBMMIL, MIDAS, IBM-TC-SAR, other Programme Units, and IOM Internal Rehabilitation Works/Projects when needed and in a timely manner.
  • Support the Programme Engineer to collect and review reports from implementation partners, including financial tracking, information management, and reporting, especially when related to training activities.

  • Support the Programme Engineer to coordinate with partners in the organization of the capacity-building activities for government institutions and staff members in technical aspects of Project Management and Operation and Maintenance (O&M) of the ongoing and implemented projects in coordination with the relevant IOM Libya Department/Unit.
  • Travel to Libya Project Sites upon the request of the Chief of Mission, Head of RMU and the Programme Engineer when necessary.
  • Perform other duties as may be assigned by the Chief of Mission, Head of RMU, or by the Programme Engineer.

Required Qualifications and Experience

Education

  • Bachelor’s Degree in the field of Finance, Accounting, Business administration, or Engineering/Architecture (preferred) from an accredited academic institution, combined with at least 3 years of relevant working experience; or,
  • Secondary School Diploma, with at least 5 years of relevant working experience;

Experience

  • At least 3 years of relevant Professional Experience.
  • Experience in the preparation of Engineering budgets, financial reports, and project reports for donors.
  • Expertise in collaboration with international organizations, authorities, and NGOs;
  • Professional experience in the field of migrants, and assistance to vulnerable populations with a government or UN agency, or a regional or international organization desirable.

SKILLS

  • Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
  • Demonstrated problem-solving attitude and skills.
  • Good written and spoken communication skills, good interpersonal skills, and ability to work in a multicultural environment.
  • Excellent English drafting skills, and experience in writing reports, briefings, and articles.
  • Any knowledge of Engineering, Architecture, and WASH terminologies and languages is of distinct advantage.
  • Good level of computer literacy, and significant reporting and database experience required, preferably with Microsoft Access Office, with proven experience in Microsoft Access, Excel, Word processing, and PowerPoint;

Languages

Fluency in English and Arabic is required.

Competencies

The incumbent is expected to demonstrate the following values and competencies: 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 wherever possible.
  • 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.

Core Competencies – behavioural indicators level 1

  • Teamwork : develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
  • Delivering results : p roduces and delivers quality results in a service-oriented and timely manner ; i s action oriented and committed to achieving agreed outcomes.
  • Managing and sharing knowledge : continuously seeks to learn, share knowledge and innovate .
  • Accountability : takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM only accepts duly completed applications submitted through the Success Factor system.

The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.