Organisation Internationale pour les Migrations
- Admin & Finance Assistant
Geneva 19
2011 - maintenant
1. Suggest improvements to existing internal controls
2. Draft correspondence and answer queries with respect to enquiries related to administrative matters
3. Assist in monitoring and coordinating a full range or administrative processes
4. Ensure provision of administrative support to the office and Maintain proper filling system in accordance to IOM requirements
5. Send HR related documents to HR assistant in Tunis, coordinate to register overtime in PRISM
6. Ensure timely preparation and execution of mission’s (Zarzis) vouchers (payment, receipt and non-cash) and maintain an efficient filing system for vouchers in numerical order and ensure that accounting document are properly filed and updated as necessary
7. Receive and check all incoming invoices, prepare the payment request form when necessary. Verify invoices and documents submitted by suppliers and service providers and make sure that IOM’s rules and regulations are followed
8. Ensure that all documents related to the invoices are always ready for review by the donors/audit and answer all questions regarding these payments
9. Submit on weekly basis cash ledger and bank ledger report to IOM Tunis office, send original payment to be done by bank transfer on monthly basis
10. Responsible for handling the petty cash books (USD/TND), including its replenishment and reimbursement of approved expenditures of staff/vendors.
11. Custodian of petty cash for office expenditures; collect funds, make disbursements duly authorized and maintain cash ledger in line with the prevailing instructions and posting of transactions in PRISM;
12. Conduct random check of the phone bills to ensure that all calls identified as official/work-related are justifiable and distribute mobile phone bills to staff and ensure prompt payment of all individual and personal calls.
13. Conduct and follow up on office needs, supplies, and stationery in Zarzis Office and replenish when needed, obtain Quotations based on IOM procurement policy
14. Liaise with the senior logistics procurement assistant regarding procurement and service requests and requirements
15. Monitor usage of office supplies, furniture and other necessities, prepare purchase requests for such items in a timely manner.
16. Maintain an efficient filing system of all logistics and procurement supporting documents
17. Share on weekly basis tracking table of PRs, on monthly basis tacking table of agreements, stock inventory report
18. Send original logbook to Procurement unit on monthly basis; monitor the usage of Zarzis vehicle and report on monthly basis to Procurement unit their timely maintenance and fuel consumption
19. Ensure that all procurement made in the Zarzis is properly documented; copies of vouchers for payments and other supportive documents should be accurately filed and originals sent to Tunis procurement Unit
20. Update contract tracking table and ensure that all agreements such as office lease, internet provider, vehicle rental, electricity and water supply and other service providers are valid and renewed on a timely manner
21. Ensure payments for rental of office or vehicles are submitted to main office in Tunis in a timely manner
22. Keep track/recodes of all equipment assigned to the staff in the sub office
23. Keep the confidentiality matters as defined by the mission’s requirements and IOM sources,
24. Coordinate with different departments in matters related to the sub office ( Logistics, procurement, HR, ,Fin/administrative, IT, Operations…etc) as requested.
25. Assist ops colleagues and provide direct assistance to migrants (distribution of hygiene kits, counseling session, AVR, vulnerability, MHUB...) when needed.
26. Draft agreement/contracts of Sub-office and send to PROC in Tunis to get approval from LEG and signature COM.
27. Coordinate with the transportation company and arrange transportation for all movements in the south accordingly.
28. Keep the assets inventory records instantly updated of all IOM assets in Zarzis and set up/streamline procedures to manage and safeguard all these assets and carry out the annual assets physical count.
29. Arrange the required events with hotels like workshops, trainings, meetings, receptions, etc. in the framework of IOM projects.
30. Coordinate on security related matters with Security Focal Point in Tunis and local Regional Security Advisor (RSA).
31. Ensure that sub office and its staff comply with MOSS requirements and UNDSS advisories are followed;
I was acting as OiC during 2 years in additional to the mentioned tasks and I was performing the below tasks:
Maintain effective and excellent working relationships with local government authorities, community leaders, relevant UN agencies and INGOs, and local CSOs involved in the assistance to migrants and receiving communities;
Attend interagency and local coordination meetings and provide update on activities of IOM in the South. Represent IOM to meetings organized in the South of Tunisia, by partners and authorities;
Follow up all staff members assigned to the Sub-Office and ensure that they perform the tasks assigned in line with IOM regulations and guidelines and according to PM requirements;
Prepare and submit monthly reports to relevant PMs and COM of Sub-office activities, and provide inputs and statistics according to needs and requests received;
Coordinate on security related matters with Security Focal Point in Tunis and local Regional Security Advisor (RSA);
Ensure that sub office and its staff comply with MOSS requirements and UNDSS advisories are followed;
Coordinate with different departments in matters related to the sub office( Logistics, procurement, HR, ,Fin/administrative, IT, Operations…etc) as requested.
Assist ops colleagues and provide direct assistance to migrants (distribution of hygiene kits, counseling session, AVR, vulnerability, MHUB..) when needed.
Prepare all relevant agreement/contracts of Sub-office and ensure LEG Dept in Geneva has reviewed and endorsed prior the signature.
Coordinate with the transportation company and arrange transportation for all movements in the south accordingly.
Keep the assets inventory records instantly updated of all IOM assets in Zarzis and set up/streamline procedures to manage and safeguard all these assets and carry out the annual assets physical count.
Responsible to arrange the required events with hotels like workshops, trainings, meetings, receptions, etc. in the framework of IOM projects.
