Administrative Assistant

Organizational Context

Established in 1951, the International Organization for Migration (IOM) is a UN-related agency promoting humane and orderly migration. The organization works with partners to save lives, protect migrants, and facilitate pathways for regular migration. This role is within the Mission in Malta, operating under the supervision of the Resources Management Officer.

Job Purpose

This role is responsible for performing financial and administrative functions for the IOM Mission in Malta. The incumbent will provide comprehensive administrative and logistical support, ensuring the smooth operation of the office. Key contributions include managing correspondence, supporting meetings, processing administrative tasks within financial and HR systems, and assisting with travel arrangements and consultant contracts. The position requires meticulous attention to detail in document preparation and information management, contributing to the overall efficiency and effectiveness of the mission's operations in Malta.

Responsibilities

Arrange appointments, receive visitors, and manage incoming/outgoing correspondence, screening calls and responding to routine inquiries. Provide comprehensive office, administrative, and logistical support for meetings, committees, and conferences. Review, record, and process incoming mail, ensuring follow-up on pending actions. Draft responses to standard correspondence and produce complex documents and reports using word processing software. Proofread documents for accuracy, grammar, punctuation, and style, ensuring adherence to established standards. Initiate administrative tasks within computerized financial, travel, and human resources systems. Make travel arrangements and prepare travel authorizations and claims. Assist in the administrative processing of vacancy notices and consultant contracts. Research, compile, and organize information for reports, create spreadsheets and presentations, manage databases, and maintain electronic and paper files.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Experience in organizing paperwork methodically, with attention to detail. Prior work experience with international humanitarian organizations or governmental institutions in a multicultural setting is advantageous.

Skills

Knowledge of migration-related subject areas. Understanding of UN and bilateral donor programming. Familiarity with financial rules and regulations. Knowledge of International Public Sector Accounting Standards (IPSAS).

Explore related opportunities