Administrative Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization and the leading agency in migration. It collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration, save lives, protect people on the move, and provide services and advice. IOM fosters an inclusive and supportive workplace to maximize the potential of migration.

Job Purpose

This Administrative Assistant role, based in Caracas, Bolivarian Republic of Venezuela, is a Special Short-Term position (G-3 grade) until December 31, 2026. The purpose of this role is to provide essential administrative and clerical support within the IOM office. The incumbent will contribute to the efficient functioning of daily operations by managing correspondence, maintaining records, supporting travel arrangements, and assisting with meeting logistics. This role is crucial for ensuring smooth administrative processes, enabling the IOM team to effectively implement its mandate of promoting humane and orderly migration and assisting migrants in need.

Responsibilities

The Administrative Assistant will be responsible for typing, formatting, and drafting routine correspondence, as well as collating reports and documentation. This includes receiving, screening, and directing calls and visitors, and responding to general inquiries. The role involves entering, retrieving, and updating data in various systems and maintaining organized office files. The incumbent will initiate and track administrative transactions in financial, travel, and human resources systems. Additionally, responsibilities include supporting the organization of meetings, workshops, and events, and assisting with travel arrangements such as transport, logistics, and accommodation. Ensuring office supplies are available and equipment is maintained is also part of the role, along with performing other required duties.

Work Experience

Requires experience in general administrative and clerical support within an office setting. Experience in organizing meetings, managing travel arrangements, and maintaining filing systems is necessary. Handling confidential information discreetly is also a requirement. Prior experience with international humanitarian organizations or governmental institutions in a multicultural environment is advantageous.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational and time management skills. Excellent attention to detail and ability to organize work methodically. Good written and verbal communication skills. Discreet, client-oriented, patient, and willing to learn.

Explore related opportunities