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, employing a diverse workforce dedicated to addressing the complexities of migration.

Job Overview:
The Administrative Assistant position at IOM involves a variety of administrative and logistical support functions essential for the smooth operation of the office. The role requires the individual to arrange appointments for the supervisor, manage visitor interactions, and handle telephone communications. The Administrative Assistant will also be responsible for providing office support for meetings, committees, and conferences, ensuring that all logistical aspects are well-coordinated. This includes reviewing and processing incoming mail and correspondence, drafting responses to routine inquiries, and producing complex documents and reports using word processing software. The position demands a high level of attention to detail, as the Administrative Assistant will proofread documents for accuracy and adherence to established standards. Additionally, the role includes initiating administrative tasks within financial, travel, and human resources systems, making travel arrangements, and assisting in the processing of vacancy notices and contracts. The Administrative Assistant will also be tasked with compiling information for reports, managing databases, and maintaining both electronic and paper files. Overall, this position is crucial for ensuring that the administrative functions of the organization are executed efficiently and effectively, contributing to the overall mission of IOM.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Arranging appointments for the supervisor and managing visitor interactions.
• Placing and screening telephone calls and responding to routine requests for information.
• Providing office, administrative, and logistics support for meetings, committees, and conferences.
• Reviewing, recording, distributing, and processing incoming mail and correspondence, and following up on pending actions.
• Drafting responses to standard/routine correspondence and other communications.
• Using word processing software to produce a wide variety of large, complex documents and reports.
• Proofreading documents and formatting texts for accuracy, grammar, punctuation, and style.
• Initiating general administrative tasks in computerized financial, travel, and human resources systems.
• Making travel and hotel arrangements and preparing travel authorizations/claims for staff as required. 1
• Assisting in the administrative processing of vacancy notices and consultants' contracts. 1
• Researching, compiling, and organizing information and reference materials for reports. 1
• Creating spreadsheets and presentations, managing and updating databases for mailing lists and other information, and maintaining electronic and paper files. 1
• Performing other duties as required to support the office's administrative functions.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• A high school diploma with four years of relevant experience, or a Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and the ability to organize paperwork methodically.
• Discretion, client-oriented approach, patience, and a willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting is considered an advantage.

Educational Background:
Candidates must possess either a high school diploma with four years of relevant experience or a Bachelor’s degree in Business Administration or related fields from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received their education from recognized and reputable institutions.

Experience:
The position requires candidates to have relevant professional experience, with a minimum of 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 humanitarian organizations or similar environments, is highly valued. Proficiency in Microsoft Office applications and a demonstrated ability to manage administrative tasks effectively are essential.

Languages:
Fluency in one of IOM's official languages (English, French, Spanish) is mandatory for all staff members. For this specific position, candidates must be fluent in both French and English, with proficiency in oral and written communication being essential. Language skills will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the required proficiency levels.

Additional Notes:
The job posting does not specify a deadline for applications, but it is important to note that late applications will not be accepted. The 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 is subject to certification of medical fitness, accreditation, residency or visa requirements, and security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM maintains a zero-tolerance policy regarding conduct that is incompatible with the aims and objectives of the United Nations and IOM, including issues such as sexual exploitation and abuse, sexual harassment, and discrimination. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.