Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With over 173 member states and offices in more than 100 countries, IOM works to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, aiming to support migrants and communities affected by migration. IOM is committed to upholding the rights of migrants and fostering international cooperation on migration issues.

Job Overview:
The Administrative Assistant position is crucial for the smooth operation of the IOM office in Dublin. The successful candidate will be responsible for a variety of clerical tasks that support daily operations, ensuring that the office runs efficiently. This role involves greeting visitors, managing correspondence, and providing logistical support for meetings and events. The Administrative Assistant will also maintain important office documents and assist different units as needed. The position requires a proactive approach to problem-solving and a commitment to providing excellent service to both internal and external stakeholders. The candidate will work closely with the Chief of Mission and the Resources Management Officer, contributing to the overall mission of IOM in Ireland.

Duties and Responsibilities:

• Greet visitors and provide a positive image of IOM, ensuring hospitality for visitors, meeting participants, and suppliers.
• Maintain a visitor’s log and manage security" style="border-bottom: 1px dotted #007bff !important;">security access for visitors to the building and offices.
• Answer and manage telephone calls, screen and refer calls, and take messages accurately and professionally.
• Receive, direct, and track all incoming and outgoing correspondence, including emails, courier packages, and faxes, following established procedures.
• Maintain an updated compendium of documents for office-wide use, including office holidays, staff phone extensions, and emergency contact numbers.
• Provide information regarding bulletins, brochures, and project-related materials to staff and visitors.
• Assist in logistical arrangements for meetings, conferences, events, and workshops, including invitations, travel arrangements, hotel bookings, and preparation of meeting materials and equipment.
• Provide basic office support to various units as required.
• Perform other related duties as assigned by supervisors.

Required Qualifications:

• High School diploma with three years of relevant experience; or a Bachelor’s degree in Business Administration or a related field with one year of relevant professional experience.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and ability to organize paperwork methodically.
• Discretion and a client-oriented approach, with patience and a willingness to learn new skills.
• Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is an advantage.

Educational Background:
Candidates must possess at least a High School diploma, with a preference for those holding a Bachelor’s degree in Business Administration or a related field. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that the educational qualifications meet international standards.

Experience:
The position requires a minimum of three years of relevant experience for candidates with a High School diploma, or one year of relevant professional experience for those with a Bachelor’s degree. Experience in administrative roles, particularly within international organizations or in multicultural environments, is highly valued. Familiarity with office management and clerical tasks is essential, as well as proficiency in Microsoft Office applications.

Languages:
Fluency in English is mandatory for this position. Knowledge of any other IOM official languages, such as French or Spanish, is considered an advantage. Language proficiency will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the communication requirements of the role.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Ireland will be considered. The appointment is contingent upon funding confirmation and the candidate's medical fitness for the role. The selection process may also be used to fill similar positions in various duty stations. Recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM adheres to a zero-tolerance policy regarding conduct that contradicts the organization's principles, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.