Administrative Assistant 72 views0 applications

CTG Overview

CTG stands for Committed To Good. With an ethical approach at the heart of all that we do, it is a description that makes us proud. Respect for the fundamental human rights of our staff, and those our staff encounter, is a cornerstone of our values. We strive for gender equality, inclusion and diversity, providing fair and equal opportunities for all. We take a zero tolerance approach to corruption and stay true to local labour laws and all local statutory requirements.

In operation since 2006, today we are honoured to serve clients in 15 fragile and conflict-affected states assisting with disaster relief, peace building, humanitarian aid and development programmes through our specialised recruitment, HR management and operational services.Overview of position

Under the overall guidance of the Head RM, and the direct supervision of the Procurement and Logistics Officer, the incumbent will be responsible and accountable for providing necessary support to the following tasks and responsibilities in IOM Libya office:

• Conduct regular inspection of office premises and verify that the entire office equipment are functional;
• Ensure the supply of electricity, gas and water at the office
• Conduct regular controls of office premises to identify needs for repairs, and coordinate with supervisor to conduct necessary improvements and upgrades;
• Coordinate on maintenance, including electrical network and light fixtures, water and sewage system, furniture, wall painting, carpentry, garden and A/C system;
• Coordinate and monitor the work of external contractors when conducting office related maintenance works;
• Coordinate with office cleaners on all cleaning related activities; monitor the stock of cleaning supplies;
• Ensure proper disposal and collection of garbage including payment to contractor
• Maintain stock of office consumables and keep updated records. Coordinate with supervisor the timely replenishment of the stock;
• Monitor stock and inventory of visibility items
• Verify that the office generators are operational and maintenance services are conducted in scheduled time;
• Responsible for regular fuelling of IOM generators and stocking of needed fuel.
• When required, assist the staff with movement of office equipment and furniture;
• Verify drinking water supply of designated office locations. Establish stock of drinking water that is replenished in a timely manner;
• Ensure that the office space is in compliance with the fire prevention code, follow up the refilling periods of the fire extinguishers and the batteries of the portable smoke detectors and fire alarms;
• Maintain stock of stationary items, kitchen supplies, furniture stock and keep updated records. Coordinate with supervisor the timely replenishment of the stock.
• Carry out the purchasing of the cleaning and kitchen supplies, and office consumables. Keep the stock records updated all the time. Ensure there is no undue overstocking or loss.
• Assist in the overall procurement processes for Benghazi office including collecting quotations, supporting with bids analysis, and sending to IOM Libya head office.
• Perform other duties as may be assigned. Role objectives
• Technical skills and knowledge to use basic tools and equipment required for office maintenance.

Previous experience as a maintenance staff minimum of four years with high school degree or minimum of 1 year with bachelor degree or higher.

Fluency in English is required.

Working knowledge of Arabic, French and/or Spanish is an advantage Project reporting

under the supervision project manager Key competenciesThe incumbent is expected to demonstrate the following values and competencies:
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
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Technical
• Highly organized, keep track of all assigned tasks, and regular updating.
• Interfaces across units and departments within IOM to extract relevant information.
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.Team management

This position does not have direct team management responsibility.