Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a leading organization in the field of migration management. IOM's mission is to promote humane and orderly migration for the benefit of all, and it works to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the IOM Office in Bishkek, Kyrgyzstan, by providing essential administrative services. This position requires the candidate to work under the supervision of the Head of Office and the Resources Management Officer. The successful candidate will be responsible for maintaining the office's administrative functions, ensuring that all tasks are completed in a timely manner and in accordance with IOM procedures. The role also includes acting as the ICT Focal Point, which involves maintaining IT equipment and systems, troubleshooting technical issues, and coordinating with the ICT department for necessary updates. The Administrative Assistant will be the first point of contact for visitors and will be expected to create a welcoming environment, manage correspondence, and assist with procurement and inventory management. This position is vital for the smooth operation of the office and requires a proactive approach to problem-solving and communication.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include, but are not limited to: greeting visitors and providing a positive image of IOM; answering and directing phone calls; managing incoming and outgoing correspondence; collecting invoices and submitting purchase requests; maintaining office files and reference systems; acting as the Office Archive Focal Point; maintaining inventory and initiating procurement of office supplies; assisting with the maintenance and repair of office equipment; providing basic IT support to staff; coordinating with the ICT department for technical issues; and performing other related duties as assigned. The candidate will also be responsible for preparing monthly VAT reports, processing office requests for air tickets, and ensuring compliance with IOM’s Data Protection Principles.

Required Qualifications:
Candidates must possess strong verbal and written communication skills, excellent organizational abilities, and a professional demeanor. Proficiency in standard office software, such as the MS Office Suite, is required, along with basic troubleshooting skills for hardware and software issues. Familiarity with IT security" style="border-bottom: 1px dotted #007bff !important;">security protocols is also necessary. The candidate should demonstrate strong customer service skills and the ability to interact effectively with visitors, vendors, and staff. Additionally, the candidate should be able to work collaboratively within a team and contribute to a positive work environment.

Educational Background:
The position requires a High School diploma with four years of relevant experience, or a Bachelor’s degree in Business Administration, Social Sciences, Information Technology, or a related field with two years of relevant professional experience. Candidates must have graduated from accredited universities recognized in the UNESCO World Higher Education Database.

Experience:
Candidates should have prior experience in general administrative support, including office administration, events management, and logistics. Experience working with international humanitarian organizations or government institutions in a multicultural setting is advantageous. Additionally, experience in providing basic IT support and troubleshooting is preferred, as this role involves assisting staff with technical issues and ensuring the proper functioning of IT systems.

Languages:
Fluency in English and Russian is required for this position, both oral and written. A working knowledge of Kyrgyz is desirable, as it may enhance communication within the local context. Proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments. IOM's official languages also include French and Spanish, but proficiency in these is not mandatory for this role.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Kyrgyzstan will be considered. The appointment will be contingent upon medical fitness certification, verification of residency, and necessary government authorizations. IOM has a zero-tolerance policy regarding conduct that contradicts the organization's objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.