Administrative and HR Clerk

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they live in. IOM's mission includes providing support for migrants in need, facilitating migration processes, and ensuring that migration is safe and dignified. With a workforce of over 18,000 employees, IOM is committed to addressing the challenges of migration and enhancing the well-being of migrants globally.

Job Overview:
The Administrative and HR Clerk position is crucial for the smooth operation of the Admin/HR Unit in Nouakchott. The successful candidate will work under the direct supervision of the Senior HR Assistant and collaborate closely with the resource management unit and other office units. The role involves assisting in the daily functions of the Admin/HR Unit, which includes secretarial duties, managing correspondence, organizing training sessions, workshops, meetings, and missions. The clerk will also be responsible for drafting meeting minutes, tracking leave and attendance, maintaining personnel files, and supporting the onboarding process for new staff members. Additionally, the clerk will handle administrative payments and perform any other tasks assigned by the supervisor, ensuring that all activities align with IOM's standards and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and HR Clerk include:

• Assisting in the daily operations of the Admin/HR Unit to ensure efficient functioning.
• Supporting the Admin/HR Unit with secretarial tasks, including managing correspondence and organizing training sessions, workshops, meetings, and missions.
• Drafting and preparing minutes of meetings and ensuring they are distributed to relevant parties.
• Monitoring leave requests and attendance records, ensuring compliance with organizational policies.
• Maintaining and organizing personnel files and other relevant documentation, ensuring confidentiality and accessibility.
• Assisting in the onboarding process for new staff members, including preparing necessary documentation and facilitating their integration into the organization.
• Following up on the issuance of service cards from the Ministry of Foreign Affairs and ensuring all staff have the necessary identification.
• Keeping contact lists and tracking files updated to ensure effective communication within the unit.
• Processing administrative payments and ensuring timely settlement of invoices. 1
• Performing any additional tasks as assigned by the supervisor to support the overall objectives of the Admin/HR Unit.

Required Qualifications:
The position requires a secondary education level or a higher education certificate in Administration, Management, Human Resources, or a related field, along with a minimum of three years of relevant experience in these areas. Alternatively, candidates with a Bachelor's degree and at least one year of experience in a similar role will also be considered. The ideal candidate should demonstrate personal commitment, flexibility, and the ability to work effectively in a multicultural environment under pressure. Strong analytical and synthesis skills, meticulous attention to detail, and excellent writing abilities are essential. Experience working with international organizations or other institutions involved in international cooperation is an advantage. Proficiency in computer applications and integrated management systems is also required.

Educational Background:
Candidates must possess a secondary education level or a higher education certificate in Administration, Management, Human Resources, or a related field. A Bachelor's degree in a relevant discipline is also acceptable, provided the candidate has at least one year of experience in a related role. Additional training or certifications in administration or human resources will be considered an asset.

Experience:
Candidates should have a minimum of three years of relevant experience in administration, human resources, or management. Those with a Bachelor's degree may qualify with at least one year of experience. The role requires a demonstrated ability to work effectively in a fast-paced, multicultural environment, showcasing personal commitment and flexibility. Experience in international organizations or institutions involved in international cooperation is highly desirable, as is familiarity with integrated management systems and computer applications.

Languages:
A perfect command of French is mandatory, along with a good knowledge of English. Knowledge of local languages is considered an asset. Proficiency in the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments. IOM's official languages are English, French, and Spanish, and candidates should be prepared to demonstrate their language skills during the recruitment process.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Mauritania will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and any necessary authorizations from the relevant government authorities. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM maintains a zero-tolerance policy regarding conduct that contradicts the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, and discrimination based on various factors. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.