Administrative Assistant (fiji Nationals Only)

Organizational Context

The International Organization for Migration (IOM) in Fiji is seeking an Administrative Assistant (G-4) for a one-year fixed-term contract in Suva. This role operates under the Chief of Mission and Head of Resources Management, providing essential local administrative and logistical support to the Field Office's operations and collaborations.

Job Purpose

The Administrative Assistant will provide crucial local administrative and logistical support to the IOM Field Office in Fiji. This role is integral to the smooth functioning of operations, ensuring efficient handling of daily tasks and facilitating collaboration with implementing partners and counterparts. The incumbent will manage a variety of administrative duties, contributing directly to the achievement of the office's objectives and supporting the overall mission of the organization in Fiji. This position requires a proactive approach to administrative management and a commitment to supporting the team effectively.

Responsibilities

The Administrative Assistant is responsible for managing appointments, visitors, and communications, including screening calls and responding to routine inquiries. They will provide comprehensive administrative and logistical support for meetings, committees, and conferences. Key duties include processing incoming mail, drafting correspondence, and proofreading documents for accuracy and adherence to standards. The role involves initiating administrative tasks within financial, travel, and human resources systems, and making travel arrangements. Additionally, the assistant will support the administrative processing of vacancy notices and consultant contracts, research and compile information for reports, manage databases, and maintain electronic and paper files.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. The role requires attention to detail, methodical organization skills, discretion, and a client-oriented approach. Prior experience in international humanitarian organizations or governmental institutions within a multicultural setting is advantageous.

Skills

Proficiency in Microsoft Office applications. Strong organizational and attention to detail skills. Knowledge of migration-related subject areas, UN and bilateral donor programming, financial rules and regulations, and IPSAS are desirable.

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