Administrative Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization and the leading UN agency in migration. It collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration. IOM provides services and advice to governments and migrants, fostering a supportive professional environment.

Job Purpose

This Administrative Assistant role (G-3) in Caracas, Venezuela, is crucial for supporting IOM's mission of promoting humane and orderly migration. The position contributes to the effective functioning of the organization by providing essential administrative and logistical support. The role ensures smooth operations by managing correspondence, data, travel arrangements, and office supplies, thereby enabling IOM staff to focus on their core mandates of assisting migrants and collaborating with partners. The position is initially for a Special Short-Term contract until December 31, 2026, with the possibility of renewal.

Responsibilities

The Administrative Assistant will be responsible for typing, formatting, and drafting routine correspondence, as well as collating various documents such as reports and presentations. This role involves managing incoming communications by screening and directing telephone calls and visitors, and responding to or referring routine inquiries. Data management includes entering, retrieving, and updating information in computerized systems and maintaining organized office files. The position also supports the logistics of meetings, workshops, and events, and assists with travel arrangements. Additionally, the role ensures the availability of office supplies and the maintenance of office equipment.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential. Candidates should possess attention to detail and the ability to organize paperwork methodically. Prior experience in a multicultural setting with international humanitarian organizations or government institutions is advantageous. Fluency in Spanish (oral and written) is required, with fluency in English being desirable.

Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Data Management, Record Keeping, Travel Coordination, Meeting Support, Office Supply Management, Attention to Detail, Organization, Communication, Interpersonal Skills.

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