Administrative Assistant

Under the overall supervision of the Head of Resource Management and the direct supervision of the Senior Compliance and Monitoring Coordinator, the incumbent will perform the following duties.

1. Provide general/clerical assistance to the Resources Management Unit, including maintaining electronic and physical records, handling correspondence, and performing routine documentation and data entry tasks.
2. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
3. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
4. Set up and maintain office files and reference systems according to standard procedures.
5. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.
6. Assist in tracking payment requests and follow up with relevant units to support timely processing, using established formats and procedures.
7. Assist in gathering and organizing supporting documents for transactions, including those requested for review, checking completeness and accuracy based on standard checklists and established procedures before submission to the supervisor.
8. Support the organization of meetings, workshops and training sessions.
9. Perform other duties as required.

Required Qualifications and Experience

EDUCATION

• High school diploma with three years of relevant experience; or,
• Bachelor's degree in Business Administration, Accounting, Finances, or related fields from an accredited academic institution with one years of relevant professional experience.

EXPERIENCE

• Experience in administrative or clerical work.
• Good knowledge of Microsoft Office applications e.g. Word, Excel, PowerPoint, and Outlook.
• Attention to detail and ability to maintain accurate records and organized files.
• Previous experience in an international or multi-cultural environment is an advantage.

SKILLS

• Basic knowledge of office procedures and financial documentation.
• Discreet and careful when handling confidential information.
• Good communication and interpersonal skills.
• Ability to maintain organized records and follow established procedures.
• Willingness to learn and adapt to new systems and processes.

Languages[1] 
IOM's official languages are English, French, and Spanish. 

REQUIRED

For this position, fluency in English is required (oral and written).

DESIRABLE

N/A

Competencies[2]

The incumbent is expected to demonstrate the following values and competencies:

VALUES - All IOM staff members must abide by and demonstrate these five values:

 

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

 

CORE COMPETENCIES - Behavioural indicators –  Level 1

 

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

Accountability: Takes ownership for achieving the Organization's priorities and assumes responsibility for own actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

[1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization's official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.

[2] Competencies and respective levels should be drawn from the Competency Framework of the Organization.

Other

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
5. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
6. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
7. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
8. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies .