Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. The organization is dedicated to ensuring a workplace where all employees can thrive professionally while harnessing the full potential of migration. IOM operates in numerous countries around the world, focusing on various aspects of migration management, humanitarian assistance, and international cooperation.

Job Overview:
The Administrative Assistant position at IOM involves a variety of administrative and clerical tasks aimed at supporting the organization's operations in Caracas, Venezuela. The role is essential for ensuring the smooth functioning of the office and facilitating communication and coordination among various stakeholders. The Administrative Assistant will be responsible for drafting routine correspondence, managing office files, and maintaining reference systems. This position requires a proactive approach to organizing meetings, workshops, and events, as well as assisting with travel arrangements for staff. The ideal candidate will be detail-oriented, capable of managing multiple tasks efficiently, and willing to learn new skills to adapt to the dynamic environment of IOM. The role also emphasizes the importance of providing excellent service to both internal and external clients, ensuring that inquiries are addressed promptly and accurately.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include but are not limited to: typing, formatting, and drafting routine correspondence; collating tables, reports, presentations, publications, and other documentation; receiving, screening, and directing telephone calls and visitors; responding to routine internal and external inquiries and referring them to appropriate contacts or units; entering, retrieving, structuring, and updating selected information and data from various sources; setting up and maintaining office files and reference systems according to standard procedures; initiating, viewing, and tracking a variety of administrative transactions in computerized financial, travel, and human resources systems; supporting the organization and administration of meetings, workshops, and events; assisting with travel arrangements, including transport, logistics, accommodation, and documentation; ensuring the availability of office supplies and appropriate maintenance of office equipment; and performing other relevant duties as assigned by supervisors.

Required Qualifications:
The required qualifications for the Administrative Assistant position include a high school diploma with three years of relevant experience, or a Bachelor's degree in business administration or related fields from an accredited institution with one year of relevant professional experience. Candidates must demonstrate proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Attention to detail, organizational skills, discretion, and a client-oriented approach are essential. Previous work experience with international humanitarian organizations or government institutions in a multicultural setting is considered an advantage.

Educational Background:
Candidates must possess a high school diploma or a Bachelor's degree in business administration or a related field from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database. The educational background should reflect a solid foundation in administrative practices and business principles, enabling the candidate to perform the required tasks effectively.

Experience:
The position requires candidates to have relevant experience in administrative roles. Specifically, candidates with a high school diploma should have at least three years of relevant experience, while those with a Bachelor's degree should have at least one year of professional experience. Experience in a multicultural environment, particularly within international humanitarian organizations, is highly valued and may enhance a candidate's application.

Languages:
Fluency in Spanish is mandatory for this position, both oral and written. This is essential for effective communication within the organization and with external stakeholders. Additionally, fluency in English is desirable, as it may facilitate communication with international partners and enhance the candidate's ability to perform in a global context.

Additional Notes:
The contract type for this position is Special Short-Term, with an initial duration until 31 December 2026, which is renewable based on performance and funding availability. The position is classified at the G-3 grade level within the General Service category. IOM is committed to diversity and encourages applications from qualified female candidates and first-tier candidates, which include internal candidates. The recruitment process is open only to local citizens or foreigners with the right of residence and work in Venezuela. IOM does not charge any fees during the recruitment process, and only shortlisted candidates will be contacted.