2241 views135 applications

HR Assistant (Visa Coordination)

ORGANIZATIONAL CONTEXT AND SCOPE

Under the overall supervision of the Head of Resource Management Unit, the direct supervision of the Human Resource Officer, the successful candidate will be responsible for providing necessary support to human resources – Liaison functions of IOM Libya.

RESPONSIBILITIES AND ACCOUNTABILITIES

1. Prepare visa applications for IOM Libya staff, (International and national staff) and submit to the Ministry of Foreign Affairs for processing; and make the necessary follow-up.
2.  Prepare the required official work papers and documents for the Ministry of Foreign Affairs for application for residency visas, IDs, personal and vehicle license for official use and international staff members.
3. Keeps updated with accurate information on all visa laws, policies and procedures, recording any update on visa application requirements.
4. Follow up on the issuance and renewal of airport permanent and temporarily passes for IOM staff
5. Maintain a filling system with all passports of international and national staff.
6. Maintains accurate and up-to-date filing systems (visa reciprocity schedules, travels advisories, visa issuances and refusals, etc.)
7. Draft official letters to Ministry of foreign affairs for movements of staff outside Tripoli and follow up on obtaining relevant MFA clearances
8. Draft Note Verbal to be used by staff traveling to/from Libya.
9. Support HRO in tracking the rotation and TDY of staff (Tunis-Libya-Tunis)
10.  Perform any other duties as maybe assigned

EDUCATION

• University degree in Business Administration or any related field with 2  years of related work experience or
• High school diploma with 4  years of related work experience

EXPERIENCE

• At least two years related work experience
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Excellent computer skills – Word, Excel and Internet Strong interpersonal and communication skills
• Experience in Visa processing an advantage

SKILLS

• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds and respect for diversity and gender equality.
• Excellent organization and analytical skills, attention to details, and ability to work with minimum supervision.
• Able to set up internal record tracking
• Attention to detail and ability to organize
• Ability to work under pressure with minimum supervision

LANGUAGES

Fluency in English and Arabic are required.

COMPETENCIES

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

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 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 – 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM COMPETENCY FRAMEWORK