Receptionist/ Administrative Assistant Full-Time

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the overall supervision of the HR Officer, in close coordination with Resources Management Officer and direct supervision of Senior HR Assistant the incumbent performs the Front Desk and other administrative tasks for IOM Mission Mozambique in Maputo.

• Perform Front Desk duties:
• • Receive visitors to the organization, ascertain the visit purpose and direct to the person or entity called upon;
  • Answer calls, provide relevant information (either by callers or visitors) and direct the telephone calls immediately to the right staff. Respond to routine inquiries and keep record of important calls and visits, including take and relaying messages on any incoming calls to the right staffs.
  • Receive, screen, and ensure that all IOM incoming and outgoing mails/faxes is delivered in a timely manner.
  • Maintain and keep updated records of telephone numbers of UN agencies, government offices, embassies, NGOs, and other parties who have close relations with the IOM.
  • Update the phone directory of IOM Mozambique.
  • Maintain the reception area and boardroom (meeting room) cleaned and tidy.
  • Responsible for boardroom (meeting room) bookings and arrangement.
  • Report to the Security and management immediately if s/he receives a threat or unwanted call or visit.
  • Recognize vendors, fellows, IOM beneficiaries and relevant technician as visitors.
  • Distribute IOM Maputo mailbox to the relevant colleagues.
• Act as focal point of UN ID Card request process for all staff member, coordinate with UNDSS focal point, ensure that all staff members have valid UN ID Card and maintain the updated and accurate tracking sheet of UN ID Card sheet for monthly report to RMO.
• Administer payment for monthly office running bills including but not limited to telephone bills, newspaper, drinking water, shipment bills (DHL), refreshment for meetings, stationary and pest control.
• Maintain effective filling system related to the tasks.
• Perform any other duties as may be assigned.

Education

• Bachelor’s degree in business/office administration, Public Relation, Management, or Secretarial, from accredited academic institution, with at least one year of relevant work experience, or
• Completed high school degree from accredited academic institution, with three years of relevant work experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Has experience as Front Desk/Receptionist and/or other related experience in /Secretary/Telephone Operator.
• Has previous experience with administrative and clerical procedures.
• Has previous working experience in international organizations, UN agencies is an advantage.

Skills

• Excellent written and verbal communication skills.
• Knowledge of customer service principle and practices.
• Customer service oriented, polite and courteous manner regardless of the situation, has the ability to deal calmly with difficult customers or visitors, and has the ability to keep calm under pressure.
• Competency in MS applications (MS word, excel, outlook) and relevant software applications, including the ability to work with telecommunication systems (telephones, fax machines, switchboards etc).
• Excellent interpersonal skills.
• Has good initiative, attention to detail and able to meet deadlines.
• Efficiency and excellent organizational skills.
• Has the ability to balance conflicting demands.
• A commitment to and knowledge of the organization and its work.
• A smart and neat appearance.
• Familiar with IOM working environment is of a distinct advantage.

Languages

• Fluency in English and Portuguese.
• IOM’s official languages are English, French and Spanish.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.
• 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 – behavioural 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.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
• 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.
• 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.
• IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.