Office Administrative Services Associate

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries and has more than 10,000 employees 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 is committed to the principles of inclusion and respect for diversity, integrity, and professionalism, and aims to foster a culture of empathy and support for all individuals involved in migration processes.

Job Overview:
The Office Administrative Services Associate position is crucial for the effective functioning of the IOM Regional Office in Vienna. This role involves providing comprehensive office administrative support and logistical services, ensuring that the office environment is well-maintained and operational. The associate will work under the direct supervision of the Regional Supply Chain Officer and the overall supervision of the Deputy Regional Director, Management. The position requires coordination and monitoring of office support services, including maintenance of office premises, equipment, and housekeeping. The associate will also be responsible for procurement processes, acting as a focal point for Purchase Request Forms, and supporting various units with needs assessments for office assets. This role is integral to facilitating meetings and conferences, liaising with local vendors, and ensuring that all administrative tasks are executed efficiently and effectively.

Duties and Responsibilities:
The duties and responsibilities of the Office Administrative Services Associate include:

• Coordinating and monitoring overall office support services related to administration and logistics.
• Ensuring the office premises are well-maintained, including general maintenance, office equipment upkeep, and housekeeping.
• Managing payment of utility charges in coordination with relevant units.
• Providing support and procedural guidance on procurement and administrative matters.
• Acting as a focal point for initiating and recording Purchase Request Forms for Supply Chain and Finance verifications.
• Supporting the Supply Chain and ICT Units with needs assessments for office furniture and equipment.
• Reporting any maintenance issues to the responsible unit promptly.
• Supervising office cleaners and monitoring their daily tasks.
• Coordinating with building management for housekeeping and maintenance issues. 1
• Providing logistical support for meetings and conferences organized by the office. 1
• Liaising with local vendors and partners as necessary. 1
• Assisting in the preparation of reports, presentations, and documentation. 1
• Acting as a driver when needed and ensuring the maintenance of the office vehicle. 1
• Performing any other duties as assigned by supervisors.

Required Qualifications:
The required qualifications for the Office Administrative Services Associate position include:

• A University Degree in Business Administration, Public Administration, Office Management, Economics, Social Sciences, or a related field with at least three years of relevant professional experience in office administration or a related field; or
• A completed High School degree from an accredited institution with five years of relevant professional experience in office administration or a related field.
• A valid national driver’s license is mandatory.
• Candidates must have experience in applying specialized knowledge of logistics to source goods and services effectively.
• Familiarity with IOM’s administration and project coordination functions is advantageous.
• Prior work experience with the UN system or international humanitarian organizations is preferred.

Educational Background:
Candidates must possess either a University Degree in relevant fields such as Business Administration, Public Administration, Office Management, Economics, or Social Sciences, or a completed High School degree from an accredited academic institution. The educational qualifications must be from institutions listed in the UNESCO World Higher Education Database, ensuring that the candidates have a solid academic foundation to support their professional experience in office administration.

Experience:
The position requires candidates to have a minimum of three years of relevant professional experience in office administration or a related field if they hold a University Degree. Alternatively, candidates with a High School diploma must have five years of relevant experience. Experience in logistics, vendor management, and compliance with IOM procedures is essential. Familiarity with IOM’s administrative functions and prior experience in a multicultural setting, particularly within the UN system or humanitarian organizations, is highly advantageous.

Languages:
Fluency in English and German is required for this position, both oral and written. Candidates with working knowledge of any other regional language will have an advantage. Proficiency in the required languages will be evaluated during the selection process, which may include written and/or oral assessments. IOM’s official languages include English, French, and Spanish, and knowledge of these languages can be beneficial.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Austria will be considered. The recruitment process is expedited and is open only to internal candidates and former IOM staff members who were separated in the last 12 months. Any offer made to the candidate is contingent upon funding confirmation. Recommended candidates will remain eligible for similar positions for a period of 24 months. The appointment will also be subject to medical fitness certification and verification of residency and work authorization. IOM maintains a zero-tolerance policy regarding conduct that contradicts its aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.