Project Assistant

Organizational Context

Established in 1951, IOM is a UN-related organization and the leading agency in migration. It collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration. The organization provides services and advice to governments and migrants, aiming to harness migration's full potential in a supportive workplace.

Job Purpose

This role supports the Migration Governance, Border and Mobility Unit, operating under the supervision of the Head of Office and Project Coordinator. The Project Assistant is responsible for providing comprehensive administrative, programmatic, and logistical support to ensure the efficient functioning of the unit's activities. This includes managing appointments, supporting meetings and trainings, processing correspondence and travel arrangements, and assisting with consultant contracts and procurement requests. The position plays a crucial role in facilitating the unit's operations and contributing to IOM's mission of promoting humane and orderly migration.

Responsibilities

The Project Assistant will arrange appointments, receive visitors, and manage communications for unit staff. Responsibilities include providing administrative, programmatic, and logistical support for meetings, conferences, and workshops, as well as assisting with the organization of trainings by booking venues and managing logistics. The role involves reviewing, recording, and distributing incoming mail and correspondence, and following up on pending actions. Additionally, the assistant will make travel and hotel arrangements, prepare travel authorizations and claims, and assist in the administrative processing of consultant contracts and travel expense claims. Support will also be provided for purchase requests, payments, and data entry into the Wave platform, with regular coordination with the IOM Admin/Finance Management Unit.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Candidates should possess attention to detail, methodical organizational skills, and a client-oriented approach with a willingness to learn. Prior experience in international humanitarian organizations or governmental/non-governmental institutions within a multicultural setting is advantageous.

Skills

Knowledge of migration-related subject areas, UN and bilateral donor programming, and financial rules and regulations are required. Proficiency in Microsoft Office applications, strong organizational skills, and a client-oriented approach are also necessary.

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