Common Services Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization and a leading agency in migration. It collaborates with partners to promote humane and orderly migration, save lives, protect migrants, and facilitate regular pathways. The organization fosters an inclusive and supportive workplace to maximize the potential of migration.

Job Purpose

The Common Services Assistant provides essential routine administrative support for the Sub-Regional Office's operations and common services activities. This role is crucial for ensuring the smooth functioning of the office by assisting with various administrative tasks, including office maintenance, communication, and report preparation. The position operates under the direct supervision of the Senior Supply Chain Associate and the overall guidance of the Sub-Regional Director and Head of Resources Management Unit, contributing to the efficient delivery of IOM's mandate.

Responsibilities

The Common Services Assistant is responsible for providing routine administrative support for office operations, including housekeeping and utilities. This involves assisting with communications, meeting arrangements, and follow-up on administrative tasks. Key duties include processing office access requests, managing schedules for drivers and messengers, preparing transportation service requests, and coordinating vehicle servicing and maintenance. The role also entails maintaining records of office supplies and preparing replenishment requests. Furthermore, the assistant will support department managers with payment documentation, assist with documentation for incoming international staff, process visa applications, and handle official shipments and airport passes. Protocol functions include managing vehicle registration and licensing documentation. Finally, the assistant will aid in preparing administrative and government-required reports.

Work Experience

Required experience includes administrative or office support functions, with a multicultural organization being an advantage. Essential qualities include commitment, efficiency, self-motivation, good organizational skills, flexibility, tact, and strong customer service abilities. The candidate must be able to work effectively and harmoniously with colleagues from diverse cultural and professional backgrounds.

Skills

Proficiency in MS Office applications is required. Knowledge of MailChimp is considered an advantage.

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