Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization aims to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM's mission includes addressing the challenges of migration, providing humanitarian assistance, and supporting the development of migration policies that respect human rights and promote social cohesion.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the administrative functions of the IOM office in The Hague. Reporting directly to the Chief of Mission (CoM), the successful candidate will collaborate with the Resources Management Unit and other relevant units at Headquarters and Administrative Centers. The position involves a variety of administrative tasks, including managing appointments, receiving visitors, handling correspondence, and providing logistical support for meetings and conferences. The candidate will be expected to maintain a high level of organization and attention to detail while managing multiple tasks and priorities. This role is essential for ensuring the smooth operation of the office and supporting the mission's objectives.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: arranging appointments for the supervisor, receiving visitors, screening telephone calls, and responding to routine information requests. The candidate will provide comprehensive office support, including administrative and logistical assistance 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 candidate will draft responses to standard correspondence, utilize word processing software to produce complex documents and reports, and proofread materials 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, and assisting in the administrative processing of vacancy notices and consultants' contracts. The candidate will also be responsible for researching, compiling, and organizing information for reports, creating spreadsheets and presentations, managing databases, and maintaining electronic and paper files. Other duties may be assigned as required.

Required Qualifications:
Candidates must possess a high school diploma with four years of relevant experience, or a Bachelor’s degree in Business Administration or a related field 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, including Word, Excel, PowerPoint, and Outlook, is essential. The candidate should demonstrate attention to detail, organizational skills, discretion, and a client-oriented approach. Previous work experience with international humanitarian organizations or government institutions in a multicultural setting is considered an advantage.

Educational Background:
The educational background required for this position includes a high school diploma or a Bachelor’s degree in Business Administration or a related field from an accredited institution. The degree must be from a recognized university listed in the UNESCO World Higher Education Database. Candidates with relevant professional experience in administrative roles will be preferred, particularly those with experience in international organizations.

Experience:
The position requires candidates to have a minimum of two years of relevant professional experience if they hold a Bachelor’s degree, or four years of relevant experience if they possess only a high school diploma. Experience in administrative roles, particularly within international humanitarian organizations or government institutions, is highly valued. Candidates should demonstrate proficiency in Microsoft Office applications and possess strong organizational and time management skills.

Languages:
Fluency in English and Dutch is mandatory, both oral and written. The IOM's official languages include English, French, and Spanish, and proficiency in these languages may be beneficial. Language skills will be specifically evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the required proficiency levels.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for the Netherlands will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the relevant government authorities. The selection process may be used to fill similar positions in various duty stations, and 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 aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.