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 a mission to ensure that migration is safe, orderly, and dignified, IOM operates in over 100 countries and has a workforce of more than 17,000 employees. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, and aims to support migrants and communities in need through comprehensive programs and initiatives.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Resource Management Officer (RMO) and the Supply Chain Officer by managing various administrative tasks. This position requires a proactive individual who can handle routine correspondence, manage office files, and assist in organizing meetings and events. The successful candidate will be expected to maintain a high level of professionalism and confidentiality while ensuring that all administrative processes run smoothly. The role also involves utilizing various computerized systems for financial, travel, and human resources transactions, making it essential for the candidate to be tech-savvy and detail-oriented. The Administrative Assistant will be the first point of contact for internal and external inquiries, requiring excellent communication skills and the ability to work collaboratively in a multicultural environment.

Duties and Responsibilities:

• Type, format, and draft routine correspondence and documentation.
• Collate tables, reports, presentations, and publications.
• Receive, screen, and direct telephone calls and visitors, responding to routine inquiries.
• Enter, retrieve, structure, and update information from various sources.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, view, and track administrative transactions in computerized systems.
• Support the organization and administration of meetings, workshops, and events, including logistics and travel arrangements.
• Ensure the availability of office supplies and maintenance of office equipment.
• Perform other duties as required by the RMO or Supply Chain Officer.

Required Qualifications:

• High school diploma with three years of relevant experience; or a Bachelor’s degree in Business Administration or related fields with one year of relevant professional experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and organizational skills.
• Discretion and a client-oriented approach.
• Willingness to learn and adapt in a dynamic environment.
• Prior experience with international humanitarian organizations is an advantage.

Educational Background:
Candidates must possess either a high school diploma with three years of relevant experience or a Bachelor’s degree in Business Administration or a related field from an accredited institution. Accredited institutions are those listed in the UNESCO World Higher Education Database, ensuring that the educational qualifications meet international standards.

Experience:
The position requires a minimum of three years of relevant experience for candidates with a high school diploma or one year for those with a Bachelor’s degree. Experience in administrative roles, particularly within international organizations or in a multicultural setting, is highly desirable. Familiarity with office management and administrative processes is essential, as is proficiency in using various software applications to manage tasks efficiently.

Languages:
Fluency in English and French is mandatory, both oral and written. A working knowledge of Arabic is desirable, as it may enhance communication with local stakeholders. The selection process will include evaluations of language proficiency, which may involve written and/or oral assessments to ensure candidates meet the language requirements effectively.

Additional Notes:
This position is subject to local recruitment, meaning only candidates with a valid residence and work permit for Algeria will be considered. The appointment is contingent upon medical fitness certification and verification of residency and visa requirements. The IOM has a zero-tolerance policy regarding misconduct and discrimination, ensuring a safe and respectful workplace. Candidates are encouraged to apply through the IOM online recruitment system, which allows tracking of application status. The organization does not charge any fees during the recruitment process and does not request sensitive information such as bank account details.