Administrative Assistant (Protocol and Legal Support) -Affiliate Contractor

Under the overall supervision of the Head of Supply Chain Unit (Supply Chain Officer) and the direct supervision of Administrative Associate (Protocol and Legal Support)   and in close coordination with Head of HR Office (Human Resource Officer) and in close coordination  with the Office of Legal Affairs, the incumbent will be responsible and accountable for providing support both to the IOM Ethiopia country office (CO) and the special liaison office (SLO) on administrative matters, including but not limited to contract related matters, and protocol related issues in accordance with IOM’s regulations, rules and procedures.

• Assist in reviewing contracts of the CO and SLO (with IOM’s donors, implementing partners, service providers, contractors and other partners) and verifying compliance with applicable Framework Agreements and IOM internal legal requirements. Coordinate/liaise in all applicable instances with the Office of Legal Affairs as required.
• Support CO and SLO in work concerning relevant legal and contractual issues, including terminating agreements, contracts and contractual disputes.
• Conduct preliminary checkup for accuracy and compliance of a variety of legal documentation, instruments and publication and related correspondences and report any discrepancies to the supervisor. Liaise with the Office of Legal Affairs as needed.
• Liaise and follow up with government entities on legal and protocol issues, in coordination with the Office of Legal Affairs.
• Maintain confidential records of legal-related work and assist in developing a contract retrieval and reference system. This includes keeping a repository system for all legal related issues coordinated with the Office of Legal Affairs.
• Participate in due diligence processes, following coordination with RMU and programme teams as applicable, including, but not limited to, verification of business licenses, tax documentation and other documents with relevant authorities prior to contracting.
• Upon request from the concerned unit, assist with the issuance and the renewal of residency permit for International Staff as well as their Dependents.
• Provide guidance to staff members, eligible dependents and conference delegates on immigration formalities and visa-related matters.
• Follow operating procedures related to protocol and Ethiopian visas and support timely handling of immigration formalities.
• Assist with the tracking of passports/travel documents sent to the various Government Ministries, Department of Immigration and Embassies, if any.
• Attend to the visa status of CO and SLO visitors and maintain a separate file for request of visa on arrival for conference participants, consultants, fellows, Interns and other guests of IOM.
• Upon request from logistic team, assist import and export clearance from various Government Ministries and assist on new registration and transfer of vehicles
• Regularly brief the concerned unit with respect to changes in national protocol rules and regulations that could affect IOM programming in Ethiopia and the Region.
• Perform such other duties and responsibilities as may be assigned.

EDUCATION

• University degree in Law, Social and/or Political Science, International Relations or a related field from an accredited academic institution, with two years of relevant professional experience.
• Or completed High school diploma from an accredited academic institution, with four years of relevant professional experience

Experience:

• Proven experience and knowledge in all matters of law related to the field of work, which can range from corporate companies to non-government organizations.
• Proven experience and knowledge in various national laws, legal codes, court procedures, precedents, government regulations, executive orders and agency rules.
• Proven good negotiation and communication skills.
• Proven experience in reviewing legal documents, papers and developed research skills and knowledge of business and/or private international law is an advantage
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in administrative services or related areas.
• Experience in preparing clear and concise communications and coordination of administrative activities.
• Experience in working in a multilateral system, preferably UN context, with deep familiarity of the UN system, its secretariat, agencies, funds, programmes and organizations; working also closely with international agencies, NGOs and other stakeholders, and governments; and,
• Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook, etc.), and web-based collaborative platforms like SharePoint and Microsoft Teams.

Skills :

• Proven experience in English drafting skills
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn.
• Good communication skills, especially in a multilingual setting; good writing skills.
• Knowledge of IOM/UN regulations, policies and procedures.
• Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.
• High sense of responsibility and motivation; and,
• Ability to work with minimum supervision against tight deadlines.
• Ability to maintain a high level of confidentiality

SECTION 5

• Languages

REQUIRED

• Fluency in English (oral and written) and local/national working language.

DESIRABLE

• Working knowledge of local area languages

SECTION 6

Competencies

The incumbent is expected to demonstrate the following values and competencies:

VALUES – All IOM staff members must abide by and demonstrate these five 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.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES – Behavioral indicators – Level 1

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is 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 actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

IOM covers affiliate contractors against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the consultancy. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Affiliate contractors are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

How to Apply

IOM only accepts duly completed applications submitted through the: >> IOM e-Recruitment system. The online tool also allows candidates to track the status of their application.

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.

No late applications will be accepted. Only shortlisted candidates will be contacted.