Administrative Assistant

Organizational Context

IOM, established in 1951, is a UN-related organization leading in migration management. It collaborates with partners to promote humane and orderly migration, saving lives and protecting migrants. IOM Greece is establishing a candidate pool to support the transfer of asylum seekers from Crete to mainland Greece, funded by the National Development Program. This role provides operational support for these movements.

Job Purpose

This role is crucial for supporting IOM Greece's initiative to facilitate the transfer of third-country national asylum seekers from Crete to mainland Greece. The incumbent will provide essential operational support, leveraging IOM's expertise in managing movements. Working under the direct supervision of the (Senior) Project Assistant and overall guidance of the National Cluster Coordinator, the position directly contributes to the provision of targeted support to National Authorities. The purpose is to ensure the safe and efficient arrangement of sea and land transportation, thereby assisting vulnerable populations and reinforcing IOM's commitment to humane migration management.

Responsibilities

The Administrative Assistant will manage administrative and financial activities, maintaining accurate records and expense documentation. Responsibilities include assisting in the development and revision of Standard Operating Procedures (SOPs) and operational guidelines, providing technical support to implementing partners to ensure consistent application of project standards. The role involves keeping records of field-level deliverables and ensuring timely submission of documentation. Additionally, the assistant will aid in distributing basic goods to beneficiaries, support procurement procedures by preparing specifications and purchase requests, and conduct low-value item procurements. Monitoring staff attendance and annual leave, ensuring proper documentation, and supporting field staff are key duties. The position also involves monitoring vendor performance for services like catering and transportation, conducting quality checks, and reporting shortfalls.

Work Experience

Previous experience in a similar administrative role is preferred. Familiarity with direct assistance to migrants and/or refugees is advantageous. Experience working with children and in a multi-cultural environment is also considered a plus.

Skills

Strong organizational, facilitation, communication, writing, and presentation skills are essential. Proficiency in standard software applications (MS Office) is required; computer literacy certification is an asset. A valid driver's license with at least five years of driving experience is advantageous. Personal commitment, efficiency, and flexibility are also important.

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