Administrative 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 governmental and non-governmental partners to promote humane and orderly migration, protect individuals on the move, and facilitate regular migration pathways. IOM fosters an inclusive and supportive workplace to maximize the potential of migration.

Job Purpose

This role supports the Resources Management Officer and reports to the Senior Finance Assistant. The primary purpose is to provide comprehensive administrative and logistical support within the organization. This includes managing correspondence, scheduling, preparing documents, and assisting with financial and travel processes. The position contributes to the efficient operation of the office by ensuring smooth administrative workflows and supporting staff with their daily tasks, thereby facilitating the organization's mission to promote humane and orderly migration.

Responsibilities

Key duties include managing supervisor's appointments, screening calls, and responding to inquiries. The role involves providing administrative and logistical support for meetings and conferences, processing incoming mail, and drafting routine correspondence. Responsibilities extend to proofreading and formatting documents, initiating administrative tasks in financial and HR systems, and making travel arrangements. Additionally, the incumbent will assist in processing vacancy notices and consultant contracts, researching and compiling information for reports, managing databases, and maintaining electronic and paper files. Petty cash management and other required duties are also part of this role.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Candidates should possess strong attention to detail and the ability to organize paperwork methodically. Prior experience in an international humanitarian organization, or a governmental/non-governmental institution in a multicultural setting, is advantageous.

Skills

Strong organizational and time management skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Ability to maintain accurate records, manage databases, and perform administrative tasks efficiently.

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