Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is recognized as the leading inter-governmental organization in the field of migration. IOM works closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. The organization provides services and advice to governments and migrants, ensuring that migration is beneficial and safe. IOM is committed to fostering a workplace culture where all employees can thrive professionally while harnessing the full potential of migration. The organization operates in numerous countries worldwide, employing a diverse workforce dedicated to addressing migration challenges.

Job Overview:
The Administrative Assistant will work under the direct supervision of the Chief of Mission and collaborate with the Senior Management Team in Montenegro, the Regional Migration Office (RMO), and other relevant units and project coordinators. The successful candidate will be responsible for a variety of administrative tasks that support the smooth operation of the office. This includes arranging appointments, managing correspondence, providing logistical support for meetings and conferences, and maintaining both electronic and paper files. The role requires a proactive approach to managing office tasks and ensuring that all duties are performed in accordance with IOM policies and guidelines, particularly those related to confidentiality and data protection. The Administrative Assistant will also be expected to assist in the processing of vacancy notices and contracts for consultants, as well as conduct research and compile information for reports.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include: arranging appointments for the supervisor, receiving visitors, screening telephone calls, and responding to routine requests for information. The candidate will provide office, administrative, and logistics support for meetings, committees, and conferences. They will review, record, distribute, and process incoming mail and correspondence, following up on pending actions. The role involves drafting responses to standard correspondence, using word processing software to produce complex documents and reports, proofreading documents for accuracy and adherence to established standards, and initiating general administrative tasks in computerized financial, travel, and human resources systems. The Administrative Assistant will also make travel and hotel arrangements, prepare travel authorizations and claims, assist in the administrative processing of vacancy notices and consultants' contracts, research and compile information for reports, create spreadsheets and presentations, manage databases, and maintain electronic and paper files. Additional 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. Proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook is essential. Candidates should demonstrate attention to detail, the ability to organize paperwork methodically, and a discreet, client-oriented approach. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is considered an advantage. The candidate should also have a good understanding of migration-related subject areas and knowledge of UN and bilateral donor programming.

Educational Background:
The educational background required for this position includes 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. This educational foundation is essential for understanding the administrative and operational functions of the role and for effectively supporting the organization's mission.

Experience:
The position requires candidates to have relevant professional experience, specifically four years for those with a high school diploma or two years for those with a Bachelor’s degree. Experience in administrative roles, particularly within international organizations or government settings, is highly valued. Candidates should also demonstrate proficiency in Microsoft Office applications and possess strong organizational skills.

Languages:
Fluency in English and Montenegrin is required, both oral and written. This language proficiency is crucial for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
The position offers an all-inclusive fee of 1,900 EUR per month. Any offer made to the candidate is subject to funding confirmation. The appointment will require certification of medical fitness and verification of residency, visa, and authorizations by the concerned government, where applicable, along with security" style="border-bottom: 1px dotted #007bff !important;">security clearances. 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, and discrimination. People with disabilities are encouraged to apply, and reasonable accommodation is available throughout the recruitment process. This post is subject to local recruitment, and only Montenegro nationals/citizens or those holding a valid residence and work permit for Montenegro will be eligible for consideration. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through the IOM online recruitment system.