Admin And Executive Assistant

Organizational Context

The International Organization for Migration (IOM) is a UN-related agency established in 1951, dedicated to promoting humane and orderly migration. Operating in Papua New Guinea (PNG) since 2001, IOM focuses on humanitarian relief, capacity building, disaster management, counter-trafficking, and border management. The Admin and Executive Assistant role is based in Port Moresby, supporting the Chief of Mission and Sub-Offices.

Job Purpose

The Admin and Executive Assistant role is crucial for providing comprehensive administrative and secretarial support to the Chief of Mission (CoM) in Papua New Guinea and the Head of Resources Management. This position ensures the smooth operation of the IOM office in Port Moresby and its sub-offices by managing schedules, correspondence, and logistical arrangements. The role contributes to IOM's mission by facilitating efficient communication and operations, supporting the organization's efforts in humanitarian relief, capacity building, and managing complex emergencies within PNG. The assistant plays a key part in maintaining organizational effectiveness and supporting the CoM's strategic objectives.

Responsibilities

Key responsibilities include managing the Chief of Mission's (CoM) calendar, screening appointments, and handling visitor reception and correspondence, often involving sensitive information. The role involves maintaining and updating contact directories for relevant organizations. It also includes organizing and maintaining office files and reference systems according to standard procedures. The Admin and Executive Assistant will support the logistics for meetings, workshops, and events, including arranging travel, accommodation, and transport. Additionally, the position requires liaising with government authorities for visa and permit processing and providing e-filing assistance to colleagues as needed. Other assigned duties will also be undertaken.

Work Experience

Required experience includes attention to detail and the ability to organize paperwork methodically. Candidates should be discreet, client-oriented, patient, and willing to learn. Prior work experience within international humanitarian organizations, non-government, or government institutions in a multicultural setting is considered an advantage.

Skills

Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, E-mail, and Outlook is essential. Fluency in English and Tok Pisin is also required.

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