Logistics And Office Assistant

Organizational Context

The International Organization for Migration (IOM) in Poland seeks a Logistics and Office Assistant. This role operates under the Chief of Mission and Senior Supply Chain Associate, collaborating with internal units. The position is crucial for ensuring positive and productive interactions between IOM Poland and external stakeholders.

Job Purpose

The Logistics and Office Assistant provides essential administrative and logistics support to the Chief of Mission, the Resource Management Officer (RMO), other staff members, and office visitors. This role ensures the smooth operation of the office by managing a variety of tasks that facilitate effective communication and interaction. By handling diverse responsibilities, the assistant contributes to the overall efficiency and positive representation of the International Organization for Migration in Poland, ensuring all engagements are conducted professionally and productively.

Responsibilities

Provide comprehensive logistics and administrative support for all office activities. Monitor office supplies and materials, acting as a focal point for office maintenance and procurement requests. Assist with staff orientation on administrative matters and office familiarization. Manage reception duties, including visitor access and phone lines. Facilitate airport arrivals and customs procedures for official personnel. Support the Executive Assistant with mail, document, and pouch delivery/collection, liaising with external entities like the Ministry of Foreign Affairs and post office. Coordinate vehicle assignments and transportation schedules, ensuring efficient vehicle management. Drive assigned vehicles for the Chief of Mission and other logistical needs. Maintain assigned vehicles, ensuring roadworthiness through regular checks and minor repairs, and manage service intervals. Ensure vehicles are used for official purposes only and maintain accurate daily log sheets and monthly reports on mileage and fuel consumption. Uphold confidentiality and discreteness in all communications and take measures to mitigate security risks related to vehicle use. Conduct basic driving tests for staff.

Work Experience

Experience in driving various vehicle makes and models, with knowledge of driving rules and regulations. Skills in performing minor vehicle repairs. Familiarity with radio, email, and telephone applications. Experience within international humanitarian organizations, embassies, or government institutions in a multicultural setting is advantageous.

Skills

Proficiency in Microsoft Suite is a distinct advantage.

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