Assistant Support

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related agency focused on promoting humane and orderly migration. It collaborates with governmental and non-governmental partners to save lives, protect migrants, address displacement, and facilitate legal migration pathways. IOM is dedicated to fostering an inclusive and supportive workplace to maximize the potential of migration.

Job Purpose

This role provides essential administrative and logistical support under the direct supervision of the Chief of Mission. The incumbent is responsible for managing the supervisor's schedule, handling communications, and coordinating various office functions. This includes preparing documents, managing correspondence, organizing meetings, and ensuring smooth logistical operations. The position plays a crucial part in the efficient functioning of the Chief of Mission's office, contributing to the overall operational effectiveness of IOM's mission in the Dominican Republic.

Responsibilities

The Assistant Support role involves managing the supervisor's appointments, screening calls, and responding to routine inquiries. Key duties include providing administrative and logistical support for meetings and conferences, processing incoming mail and correspondence, and drafting responses to standard communications. The incumbent will also proofread and format documents, coordinate vehicle usage, and prepare financial reports. Additionally, responsibilities include managing visa processes for officials and visitors, researching and compiling information for reports, maintaining databases, and managing electronic and paper files. The role also encompasses performing other required duties as assigned.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential. The role requires strong attention to detail, methodical organization of paperwork, discretion, and a client-oriented approach. Prior experience in international humanitarian organizations, non-governmental, or governmental institutions within a multicultural setting is considered an advantage.

Skills

Strong organizational and time management skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

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