Administrative Assistant (climate Mobility) (fiji Nationals Only)

Organizational Context

The International Organization for Migration (IOM), a UN-related agency established in 1951, promotes humane and orderly migration. The Administrative Assistant (Climate Mobility) role supports the Climate Mobility Unit under the Chief of Mission and Programme Officer. This position collaborates with the South Pacific Resources Management Unit and country offices, providing essential administrative, clerical, and logistical support to facilitate programme activities.

Job Purpose

The Administrative Assistant (Climate Mobility) provides crucial administrative, clerical, and logistical support to the Climate Mobility Unit within IOM. This role is integral to the smooth operation of the unit and its programme activities in the South Pacific region. By managing routine administrative tasks, facilitating communication, and supporting logistical arrangements for meetings and travel, the position ensures that the Climate Mobility Unit can effectively implement its mandate. The role works in close coordination with other IOM units, contributing to the organization's overall mission of promoting humane and orderly migration and supporting people on the move, particularly in the context of climate change.

Responsibilities

Key duties include drafting and formatting routine correspondence, reports, and presentations. The role involves managing incoming communications by screening calls and visitors, and responding to or redirecting inquiries. Data management is essential, requiring the entry, retrieval, and updating of information in various systems and presenting findings. The position is responsible for maintaining organized office files and initiating, processing, and tracking administrative transactions. Support for meetings, workshops, and events includes arranging logistics, equipment, and materials. Travel arrangements, including transportation, accommodation, and documentation, are also a core responsibility. Additionally, the role involves monitoring office supplies and assisting with equipment maintenance, along with performing other required duties.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Experience in organizing paperwork methodically, with attention to detail, is necessary. Prior work experience in international humanitarian organizations, non-government, or government institutions in a multicultural setting is advantageous.

Skills

Understanding of administrative procedures and roles. Knowledge of relevant software such as Excel, Word, and PowerPoint. Good interpersonal skills for effective interaction and communication with diverse individuals.

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