Administrative Associate (GS-Valencia)

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Position Title: Administrative Associate (GS-Valencia)
Location: Valencia
Country: Spain
Deadline Date: 17 February 2025

Job Details

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 is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. The organization is committed to ensuring a workplace where all employees can thrive professionally while working towards harnessing the full potential of migration. IOM operates in numerous countries around the world, with a diverse workforce dedicated to addressing the challenges and opportunities of migration.

Job Overview:
The Administrative Associate position at IOM's Valencia Digital Center of Excellence is crucial for providing administrative and human resources support to the growing number of staff stationed in Valencia. This role involves day-to-day liaison with the UN base and IOM Headquarters, supporting HR functions, managing logistics, and overseeing asset management. The Administrative Associate will work under the supervision of the Chief Infrastructure and Operations Unit and the Human Resources Business Partner ICT, collaborating closely with the Senior ICT Officer and other management team members. The position requires a proactive approach to administration and HR processing, ensuring that the needs of the staff and the organization are met efficiently and effectively.

Duties and Responsibilities:

• Serve as the primary point of contact between the UN base in Valencia and IOM Headquarters, maintaining and updating the emergency contact list for all staff in coordination with relevant authorities.
• Assist ICT teams in Valencia with logistics and administrative tasks, including organizing meetings, booking conference rooms, managing office booking systems, confirming schedules, arranging appointments, receiving visitors, and facilitating travel requests for new consultants and staff.
• Provide support to new hires requiring visas, coordinating with the United Nations Information and Communication Technologies facility and the Ministry of Foreign Affairs for visa accreditation and related services.
• Support the onboarding process for new hires by providing welcome packs, coordinating the buddy system, and offering day-to-day administrative support.
• Ensure the availability of office supplies, coordinate office requirements for new hires, and track office equipment.
• Organize and administer meetings, workshops, and events, including arranging meeting rooms, logistics, and travel.
• Provide guidance and assistance to staff members for the timely shipment and delivery of personal property, coordinating with vendors for efficient service delivery.
• Track and manage the lifecycle of official assets from acquisition to disposal, ensuring accurate records and compliance with policies and regulations.
• Perform other duties as required to support the IOM Center’s mission and operations.

Required Qualifications:

• University degree in HR, Management, Behavioral Sciences, Business, Information Technology (IT), or a related field from an accredited academic institution with three years of relevant experience; or completed high school/secondary school education with five years of relevant experience.
• Familiarity with Non-Governmental Organizations (NGO), Development Agency, or UN processes, particularly in recruitment, is a strong plus.
• Strong oral and written communication skills with a client-serving attitude.
• Experience working in a fast-paced, high-volume environment.
• Demonstrated organizational skills and ability to prioritize under conflicting pressures.
• Professional integrity, willingness, and flexibility in all aspects of HR work.
• Self-starter, multi-tasker, and team player.

Educational Background:
Candidates must possess a university degree in a relevant field such as HR, Management, Behavioral Sciences, Business, or Information Technology from an accredited institution. Alternatively, candidates with completed high school education and five years of relevant experience will also be considered. Accredited universities are those listed in the UNESCO World Higher Education Database.

Experience:
The position requires three years of relevant experience for candidates with a university degree or five years for those with a high school diploma. Experience in Non-Governmental Organizations (NGOs), Development Agencies, or UN processes, particularly in recruitment, is highly desirable. Candidates should have a proven track record of working in fast-paced environments and demonstrate strong organizational skills, the ability to manage multiple tasks, and a commitment to achieving results.

Languages:
Fluency in English and Spanish is required for this position, both oral and written. Working knowledge of French and another UN language (Arabic, Chinese, English, or Russian) is considered an advantage. Proficiency in the required languages will be evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
The contract for this position is fixed-term for one year, with the possibility of extension. The recruitment is subject to local conditions, and only candidates holding a valid residence and work permit for Spain will be eligible for consideration. The appointment will be contingent upon medical fitness certification, verification of residency, visa, and government authorizations where applicable. Vaccination against COVID-19 is required for IOM personnel. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through the IOM e-Recruitment system. Shortlisted candidates will be contacted for further steps.