Administrative Assistant
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related agency focused on promoting humane and orderly migration. It collaborates with governments and partners to save lives, protect migrants, and facilitate legal pathways. This role provides crucial executive, administrative, and logistical support to the Chief of Mission, ensuring the efficient operation of their office.
Job Purpose
This role is designed to provide comprehensive executive and administrative support to the Chief of Mission (CoM) and, in coordination with Country Office unit heads, contribute to the efficient functioning of the CoM's office. The incumbent will handle a wide range of tasks with a high degree of discretion and confidentiality. This includes managing schedules, facilitating communication, processing correspondence, and supporting various operational and logistical aspects. The position is vital for ensuring the smooth and effective execution of the Chief of Mission's duties and the overall operations of the Country Office, directly impacting the organization's ability to manage migration effectively and support those on the move.
Responsibilities
The Administrative Assistant will manage the supervisor's schedule, including appointments and visitor reception, while screening calls and responding to routine inquiries. They will provide essential administrative and logistical support for meetings, committees, and conferences. Key duties include processing incoming mail and correspondence, drafting responses to standard communications, and proofreading documents for accuracy and adherence to standards. The role involves initiating administrative tasks within financial, travel, and HR systems, and making travel arrangements. Additionally, the assistant will support the administrative processing of vacancy notices and consultant contracts, research and compile information for reports, manage databases, and maintain electronic and paper files.
Work Experience
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. The role requires experience in providing executive or administrative support to senior managers, coordinating meetings, and managing travel arrangements and correspondence. Experience in organizing paperwork methodically, demonstrating attention to detail, discretion, and a client-oriented approach is also necessary. Prior experience in international humanitarian organizations or governmental institutions in a multicultural setting is advantageous.
Skills
Proficiency in Microsoft Office Suite, Executive and Administrative Support, Meeting and Travel Coordination, Document Management, Database Management, Attention to Detail, Discretion, Client Orientation, Planning and Organization, Communication, Interpersonal Skills, Confidentiality, Integrity.