Administrative Project Assistant (recovery And Solutions)

Organizational Context

IOM Libya, operating since 2006, supports the Government and communities through humanitarian, stabilization, and migration management activities. Its work includes direct assistance, protection, and strengthening national capacities in migration governance, health, and displacement solutions. This role, an Administrative Project Assistant, sits within the Recovery and Solutions (RS) unit, reporting to the RS Programme Coordinator and Project Officer, providing administrative, logistical, and operational support.

Job Purpose

The Administrative Project Assistant (Recovery and Solutions) provides essential administrative, logistical, and operational support to the Recovery and Solutions (RS) unit activities within IOM Libya. This role is crucial for ensuring the smooth and efficient execution of RS projects, which contribute to saving lives, promoting humane migration, and supporting recovery and long-term solutions across the country. The incumbent will directly assist the RS Programme Coordinator and Project Officer by coordinating, documenting, and routinely following up on project tasks in adherence to established procedures. This support enables the RS unit to effectively deliver its comprehensive range of humanitarian, stabilization, and migration management activities, including direct assistance and protection to migrants, IDPs, returnees, and host communities. The position helps strengthen national capacities in areas like migration governance, border management, health, and psychosocial support, ultimately contributing to IOM Libya's overarching goal of fostering orderly migration and addressing displacement challenges.

Responsibilities

The Administrative Project Assistant will provide comprehensive support to the Recovery and Solutions (RS) unit. Key responsibilities include preparing routine administrative and financial documents such as purchase requisitions, payment requests, and invitation letters, ensuring proper supporting documentation. The role involves coordinating with Logistics/Procurement and Finance units to track requests and facilitate timely document availability. The assistant will support the organization of various RS-related events, including meetings, workshops, trainings, and focus group discussions, managing logistical arrangements and follow-up. Documentation management is crucial, encompassing the preparation, compilation, and filing of materials related to service providers and implementing partners. The incumbent will also assist with data collection, basic information gathering, and documentation for RS activities, supporting field teams as required. Maintaining tracking tools, templates, and basic project monitoring files for the RS Programme Coordinator and Project Officer is another core duty. Additionally, the assistant will provide translation of routine documents and communications between English and Arabic, and undertake duty travel to support RS field activities under supervision, performing other assigned tasks to ensure efficient unit operations.

Work Experience

Required experience includes providing administrative and financial project support, preparing routine financial documents, and basic tracking using tools like Excel. Experience in supporting project implementation through documentation, record-keeping, filing, and routine follow-up with internal units (Finance, Procurement, Logistics, Programme) under supervision is essential. Assisting with the organization of meetings, workshops, trainings, and field activities, including logistics, is also necessary. Experience in data collection, basic data entry, and maintaining beneficiary records in line with data protection standards is required. Prior experience in an operational or administrative support role within an international organization, UN agency, or NGO is an advantage.

Skills

Strong organizational and time-management skills for managing multiple tasks and meeting deadlines. Demonstrated ability in administrative and financial support, including expenditure tracking and using Excel. Good written and verbal communication for correspondence and professional interaction. Ability to work effectively in multicultural, team-oriented environments, with attention to detail and discretion. Capacity to follow SOPs accurately and escalate issues appropriately.

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