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 is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. IOM Brazil implements various projects to support the Brazilian government in ensuring that forcibly returned citizens are treated with dignity and that their human rights are respected. The organization also addresses the protection, assistance, and integration needs of migrants, refugees, and other vulnerable populations throughout Brazil. The Counter Trafficking and Border Governance Team is part of the IBG Division of IOM Brazil, focusing on combating trafficking in persons and smuggling of migrants on a national level, interacting with various stakeholders including government counterparts and public/private sector partners.

Job Overview:
The Administrative Assistant will work under the direct supervision of the Coordinator of the Counter Trafficking and Border Governance Team. The successful candidate will assist with various activities related to project development, reporting, monitoring, evaluation, and knowledge management. This role is crucial in supporting the operational and administrative aspects of ongoing projects, ensuring that activities are tracked and results are achieved. The position requires a proactive approach to managing logistics and facilitating events, as well as providing administrative assistance to the team. The candidate will be expected to execute administrative tasks, support text editing and translation, and assist in the implementation of projects aimed at countering trafficking and smuggling in Brazil.

Duties and Responsibilities:
The Administrative Assistant will be responsible for executing WAVE and other administrative tasks as required. They will support text editing, proofreading, and translation to ensure the quality of IOM products and materials. The role includes monitoring project implementation, tracking activities and results, and providing administrative assistance to the Counter Trafficking and Border Governance Team. The candidate will identify and track follow-up actions, manage administrative and procurement actions, and support the implementation of projects related to countering trafficking and integrated border management. Additionally, the Administrative Assistant will plan, organize, and manage logistics for various events and activities, performing other work-related tasks as required.

Required Qualifications:
Candidates must possess a high school diploma with a minimum of four years of relevant professional experience, or a university degree in administration, social sciences, economics, law, public policy, health, or a related field from an accredited academic institution with at least two years of experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. The role requires a strong understanding of administrative processes and the ability to support project implementation effectively.

Educational Background:
The educational background required for this position includes a high school diploma or a university degree in relevant fields such as administration, social sciences, economics, law, public policy, or health. The degree must be from an accredited institution recognized by the UNESCO World Higher Education Database. Candidates with a higher level of education may be preferred, especially if they have relevant experience in the field of migration or humanitarian assistance.

Experience:
The position requires a minimum of two years of relevant work experience. Candidates should have experience working with government, civil society, UN, or private sector actors. Familiarity with operational systems and event organization is essential. Experience in migration and refugee issues, whether in the public or private sector, international organizations, or civil society, is highly valued. The candidate should demonstrate a strong ability to manage multiple tasks and work effectively in a team environment.

Languages:
The mandatory languages for this position are Portuguese and English, both at an advanced level. Proficiency in Spanish at an advanced level is considered advantageous. The selection process will specifically evaluate language proficiency, which may include written and/or oral assessments to ensure candidates meet the required standards for communication within the organization.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Brazil will be eligible for consideration. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government. IOM has a zero-tolerance policy regarding conduct incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, and discrimination. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.