Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is the leading UN agency in the field of migration, established to promote humane and orderly migration for the benefit of all. IOM works closely with governmental, intergovernmental, and non-governmental partners to provide services and advice to governments and migrants. The organization is dedicated to addressing the challenges of migration and ensuring that the rights of migrants are respected. IOM operates in over 100 countries worldwide, employing thousands of staff members who are committed to improving the lives of migrants and their communities. The organization focuses on various aspects of migration, including humanitarian assistance, climate change, and development, and aims to create a positive impact on the lives of those affected by migration.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the implementation of the Comprehensive Approach to Climate Mobility in South Asia Project. This position involves providing general clerical assistance, which includes tasks such as printing, scanning, photocopying, record keeping, and maintaining office records and databases. The incumbent will also be responsible for compiling and summarizing information related to migration, environment, climate change, and risk reduction. Additionally, the Administrative Assistant will assist in updating budget-related information, support administrative coordination for project implementation, draft correspondence and documentation, and help organize meetings and training sessions. The role requires strong organizational and communication skills, as well as the ability to work independently and manage multiple tasks effectively.

Duties and Responsibilities:

• Provide general clerical assistance, including printing, scanning, photocopying, record keeping, and maintaining office records and databases.
• Retrieve, compile, summarize, and present information/data on specific topics related to migration, environment, climate change, and risk reduction.
• Assist in updating budget-related information and keeping a record of all Purchase Requisitions raised in WAVE.
• Support administrative coordination for project implementation, involving liaison with other units or external parties to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions.
• Draft correspondence, briefing notes, graphics, statistical tables, presentations, and other forms of documentation related to the project.
• Support the organization of meetings, workshops, and training sessions related to the project.
• Respond to general requests and inquiries; maintain and record an electronic filing system verifying that all relevant project documents are recorded in an organized manner.
• Perform other related duties as assigned.

Required Qualifications:
The position requires a Bachelor’s degree in Business Administration or a related field from an accredited institution, along with at least 1 year of relevant work experience. Alternatively, candidates with a school diploma in a relevant subject and at least 3 years of relevant work experience will also be considered. Accredited universities are those listed in the UNESCO World Higher Education Database. Candidates should possess strong organizational and time-management skills, excellent communication and diplomatic skills, and the ability to work independently against tight deadlines. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) is essential for this role.

Educational Background:
Candidates must hold a Bachelor’s degree in Business Administration or a related field from an accredited institution. Alternatively, a school diploma in a relevant subject with at least 3 years of relevant work experience is acceptable. The educational qualifications must be from accredited universities recognized by the UNESCO World Higher Education Database.

Experience:
Candidates should have experience working in the field of humanitarian assistance, climate change, or development. Experience with UN agencies, IOM, or international/non-governmental organizations (I/NGOs) is considered an advantage. Additionally, candidates should have experience in managing daily administrative project work, which is crucial for the successful execution of the responsibilities associated with this position.

Languages:
Fluency in English and Nepali is required for all applicants, both oral and written. IOM’s official languages include English, French, and Spanish. Proficiency in these languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
The position is subject to local recruitment, and only candidates holding a valid residence and work permit for Nepal will be eligible for consideration. Any offer made to the candidate is contingent upon funding confirmation. This selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. Appointment will be subject to certification of medical fitness, verification of residency, visa, and authorizations by the concerned government, where applicable. IOM maintains a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process and only accepts duly completed applications submitted through the IOM online recruitment system.