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, migration management, and the integration of migrants into host communities. IOM's mission is to provide services and advice concerning migration to governments and migrants alike, ensuring that the rights and dignity of migrants are respected and upheld.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Resources Management Unit by providing general clerical assistance. This includes maintaining both electronic and physical records, handling correspondence, and performing routine documentation and data entry tasks. The incumbent will be responsible for typing, formatting, and drafting routine correspondence, as well as collating tables, reports, presentations, publications, and other documentation. The role requires the ability to enter, retrieve, structure, and update selected information and data from various sources, presenting results in a standard format. The Administrative Assistant will also set up and maintain office files and reference systems according to standard procedures, initiate and track various administrative transactions in computerized systems, and assist in gathering and organizing supporting documents for transactions. Additionally, the role involves supporting the organization of meetings, workshops, and training sessions, and performing other duties as required.

Duties and Responsibilities:

• Provide general clerical assistance to the Resources Management Unit, including maintaining electronic and physical records and handling correspondence.
• Perform routine documentation and data entry tasks, ensuring accuracy and attention to detail.
• Type, format, and draft routine correspondence, collate tables, reports, presentations, publications, and other documentation.
• Enter, retrieve, structure, and update selected information and data from various sources, presenting results in a standard format.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, view, and track a variety of administrative transactions in computerized financial, travel, and human resources systems.
• Assist in tracking payment requests and follow up with relevant units to support timely processing.
• Gather and organize supporting documents for transactions, checking completeness and accuracy based on standard checklists before submission to the supervisor.
• Support the organization of meetings, workshops, and training sessions. 1
• Perform other duties as required by the supervisor.

Required Qualifications:

• High school diploma with three years of relevant experience; or a Bachelor’s degree in Business Administration, Accounting, Finances, or related fields from an accredited academic institution with one year of relevant professional experience.
• Experience in administrative or clerical work is essential.
• Good knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Attention to detail and the ability to maintain accurate records and organized files.
• Previous experience in an international or multi-cultural environment is an advantage.
• Basic knowledge of office procedures and financial documentation is required.
• Discretion and care when handling confidential information.
• Good communication and interpersonal skills are necessary.
• Willingness to learn and adapt to new systems and processes.

Educational Background:
The position requires a high school diploma with three years of relevant experience or a Bachelor’s degree in Business Administration, Accounting, Finances, or related fields from an accredited academic institution with one year of relevant professional experience. This educational background ensures that the candidate possesses the necessary foundational knowledge and skills to perform the duties effectively.

Experience:
Candidates should have experience in administrative or clerical work, demonstrating their ability to handle various tasks efficiently. Experience in an international or multi-cultural environment is considered an advantage, as it indicates familiarity with diverse work settings and practices. The role requires a good understanding of office procedures and financial documentation, which can be gained through relevant work experience.

Languages:
Fluency in English is required for this position, both oral and written. This is mandatory as the organization operates primarily in English. While knowledge of other languages such as French or Spanish is desirable, it is not mandatory for this role. However, having a working knowledge of another official language may enhance a candidate's profile and could be beneficial in a multi-lingual work environment.

Additional Notes:
This position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for Australia will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and government authorizations where applicable. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. IOM has a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.