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, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, focusing on various aspects of migration and displacement.

Job Overview:
The Administrative Assistant position at IOM Greece is crucial in providing operational support for the arrangement of movements of third-country nationals, particularly in the context of the ongoing migrant situation in Greece. The successful candidate will work under the supervision of the National Cluster Coordinator and the Senior Project Assistant, contributing to the project titled 'Transfer of Third-Country National Asylum Seekers from Crete to Mainland Greece.' This project is funded by the National Development Program and aims to support the National Authorities in organizing transportation for asylum seekers. The role involves a variety of administrative and financial tasks, ensuring that operations run smoothly and efficiently. The candidate will be expected to assist in developing and revising project Standard Operating Procedures (SOPs) and operational guidelines, providing technical support to field staff, and ensuring compliance with project procedures and standards. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties, including but not limited to: following up on administrative and financial activities, performing related administrative tasks, and maintaining accurate records of expenses and documentation related to operations. The candidate will assist in the development and revision of project SOPs and operational guidelines for field staff, ensuring that IOM's implementing partners receive the necessary support and guidance. Additionally, the role involves keeping records of all deliverables completed at the field level and ensuring timely submission of documentation to the Project coordination-team" style="border-bottom: 1px dotted #007bff !important;">Coordination team. The candidate will assist in the distribution of basic goods to beneficiaries, support procurement procedures, prepare specifications for orders, and conduct procurement for low-value items. Monitoring staff attendance and annual leaves, ensuring proper documentation in IOM systems, and monitoring vendor performance for various services provided in facilities are also key responsibilities. The Administrative Assistant will perform quality checks and communicate any shortfalls to the IOM office, along with any other related duties as assigned.

Required Qualifications:
Candidates must possess a university degree from an accredited academic institution in social sciences, with one year of relevant working experience being advantageous. Alternatively, a high school degree or certificate with at least three years of relevant working experience is acceptable. Previous experience in a similar role is preferred, particularly familiarity with direct assistance to migrants and/or refugees, and experience working with children is also advantageous. Candidates should have experience working in a multi-cultural environment, which is considered an asset.

Educational Background:
The educational background required for this position includes a university degree from an accredited institution in social sciences or a high school degree/certificate with relevant work experience. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized education that meets international standards.

Experience:
The position requires candidates to have a minimum of one year of relevant working experience if they hold a university degree, or at least three years of relevant experience if they have a high school diploma. Previous experience in a similar role is preferred, and familiarity with direct assistance to migrants and/or refugees is a significant advantage. Experience working with children and in multi-cultural environments is also beneficial, as it demonstrates the candidate's ability to navigate diverse settings and understand the complexities of migration issues.

Languages:
Fluency in Greek and English is required for this position, both oral and written. All IOM staff members are required to be fluent in one of the organization's official languages, which 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 to ensure candidates meet the necessary language requirements.

Additional Notes:
The job posting does not specify a deadline for applications, but it emphasizes that late applications will not be accepted and only shortlisted candidates will be contacted. The appointment is subject to funding confirmation, medical fitness certification, and compliance with any residency or visa requirements. IOM has a zero-tolerance policy regarding conduct that is incompatible with the aims and objectives of the United Nations and IOM, including issues related to sexual exploitation and abuse, harassment, and discrimination. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.