Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, focusing on various aspects of migration and humanitarian assistance, and aims to harness the full potential of migration to strengthen its support to people on the move.

Job Overview:
The Administrative Assistant position is crucial for the efficient operation of the Office of the Chief of Mission. The incumbent will work under the direct supervision of the Chief of Mission (CoM) and coordinate with the Heads of the Country Office units. The role involves providing executive and administrative support, which includes managing appointments, receiving visitors, and handling telephone calls. The Administrative Assistant will also be responsible for responding to routine requests for information, organizing meetings, and providing logistical support for various events. This position requires a high level of discretion and confidentiality, as the incumbent will be privy to sensitive information. The role also involves drafting and proofreading documents, managing correspondence, and maintaining electronic and paper files. The Administrative Assistant will play a key role in ensuring that the office runs smoothly and efficiently, contributing to the overall success of the mission's objectives.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to: arranging appointments for the Chief of Mission, receiving visitors, screening telephone calls, and responding to routine requests for information. The incumbent will provide office, administrative, and logistics support for meetings, committees, and conferences. Responsibilities also include reviewing, recording, distributing, and processing incoming mail and correspondence, as well as following up on pending actions. The Administrative Assistant will draft responses to standard correspondence, produce a variety of complex documents and reports using word processing software, and proofread documents for accuracy and adherence to established standards. Additionally, the role involves initiating general administrative tasks in computerized financial, travel, and human resources systems, making travel and hotel arrangements, preparing travel authorizations and claims, assisting in the administrative processing of vacancy notices and consultants' contracts, and managing databases for mailing lists and other information. The incumbent will also be responsible for maintaining electronic and paper files and performing other duties as required.

Required Qualifications:
The position requires a high school diploma with four years of relevant experience or a Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience. Accredited universities are those listed in the UNESCO World Higher Education Database. Proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook is essential. The candidate should have experience providing executive or administrative support to senior managers or officials, coordinating meetings, travel arrangements, and correspondence. Attention to detail, the ability to organize paperwork methodically, discretion, and a client-oriented approach are crucial. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is an advantage.

Educational Background:
Candidates must possess either a high school diploma with four years of relevant experience or a Bachelor’s degree in Business Administration or related fields from an accredited institution. The educational qualifications must be from institutions recognized in the UNESCO World Higher Education Database, ensuring that the candidates have received a quality education that meets international standards.

Experience:
The position requires candidates to have a minimum of four years of relevant experience if they hold a high school diploma, or two years of relevant professional experience if they possess a Bachelor’s degree. Experience should include providing executive or administrative support to senior managers or officials, coordinating meetings, travel arrangements, and handling correspondence. Candidates should demonstrate attention to detail, organizational skills, and the ability to work in a fast-paced environment. Experience in international humanitarian organizations or government institutions is preferred, as it indicates familiarity with the operational context of the IOM.

Languages:
Fluency in Spanish is required for this position, both oral and written. Additionally, a working knowledge of English is necessary. The proficiency in the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments to ensure that candidates can effectively communicate in the languages necessary for the role.

Additional Notes:
The position is subject to funding confirmation, and any offer made to the candidate will depend on this. The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. Appointment is contingent upon certification of medical fitness, accreditation, residency or visa requirements, and security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM has a zero-tolerance policy regarding conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, and discrimination. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.