Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization dedicated to promoting humane and orderly migration for the benefit of all. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's mission is to support the development of effective migration policies and to assist in the integration of migrants into host communities, while also addressing the challenges and opportunities that migration presents.

Job Overview:
The Administrative Assistant position at IOM involves providing comprehensive administrative and logistical support to ensure the smooth operation of the office. The role requires a proactive approach to managing appointments, handling correspondence, and supporting meetings and conferences. The Administrative Assistant will be responsible for maintaining organized records, managing databases, and ensuring compliance with data protection regulations. This position is crucial for facilitating communication within the organization and with external stakeholders, as well as supporting project officers in various administrative tasks. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to work effectively in a multicultural environment.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to: arranging appointments for the supervisor, receiving visitors, and managing telephone calls; providing logistical support for meetings, committees, and conferences; reviewing and processing incoming mail and correspondence; initiating administrative tasks in financial, travel, and human resources systems; compiling and organizing information for reports; creating spreadsheets and presentations; maintaining electronic and paper files; ensuring document control and compliance with procurement processes; supporting quality checks and corrective actions; assisting in the verification of screenings and mitigation measures; and performing other duties as required by the supervisor.

Required Qualifications:
Candidates must possess a school diploma with four years of relevant experience, or a Bachelor's degree in political or social sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related fields from an accredited institution, along with two years of relevant professional experience. Proficiency in Microsoft Office applications is essential, and candidates should demonstrate attention to detail, organizational skills, and a client-oriented approach. Experience working with international humanitarian organizations or government institutions in a multicultural setting is advantageous.

Educational Background:
The educational background required for this position includes a school diploma with four years of relevant experience or a Bachelor's degree in a relevant field such as political or social sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related disciplines. The degree must be from an accredited academic institution recognized by UNESCO.

Experience:
Candidates should have a minimum of two years of relevant professional experience if they hold a Bachelor's degree, or four years of experience if they possess a school diploma. Experience should include proficiency in Microsoft Office applications and familiarity with administrative processes in a humanitarian or governmental context. Prior work experience with international organizations is highly desirable, particularly in roles that require attention to detail and organizational skills.

Languages:
Fluency in Spanish is required for this position, both oral and written. Proficiency in English and French is considered an asset, as IOM's official languages include these three. Language skills will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the necessary communication standards.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Ecuador will be considered. The appointment will be contingent upon medical fitness certification and verification of residency and visa requirements. IOM maintains a zero-tolerance policy regarding conduct that contradicts its objectives, including discrimination and harassment. The organization does not charge fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system. Candidates are encouraged to include a cover letter in the 'Supporting Documents' section of their application.