Asistente Administrativo Proyecto
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a leading intergovernmental organization in migration. It collaborates closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. The organization provides services and advice to governments and migrants, fostering a professional environment where employees can thrive.
Job Purpose
This role provides crucial administrative support within a project at the national level. The selected candidate will assist in managing various project activities, including the processing of contracts, procurement requests, travel arrangements, and payments. A key aspect of the job is coordinating with support units to track ongoing processes and guiding contractors and entities on proper documentation and procedures. The position also involves supporting the collection of reports, maintaining project records, and assisting with presentations and events, ensuring smooth project operations and compliance with IOM standards.
Responsibilities
Provide comprehensive administrative support for all national-level project activities. Assist in preparing and processing requests for personnel and entity contracts, purchase orders, travel authorizations, and payments. Coordinate with support units to monitor the status of ongoing administrative processes. Support the compilation of periodic and final project reports. Guide contractors and entities on the correct preparation and submission of required documentation and adherence to IOM procedures. Assist in verifying services and ensuring project budget executions are properly supported by legal documentation. Maintain updated project files, records, controls, databases, and inventories. Support the preparation of presentations, organization of meetings and events, and correspondence management. Attend internal committee meetings as required. Ensure full compliance with IOM procedures, regulations, safety standards, and codes of conduct.
Work Experience
Experience is required in administrative processes, preferably within the IOM or similar international organizations. Proficiency with ERP systems (e.g., SAP, PRIMA, Wave) and MS Office Suite, particularly Excel, is essential. Experience in managing purchase orders, supporting projects with tight deadlines, and working under pressure is also valuable.
Skills
Analytical and problem-solving skills, strong attention to detail, methodical organization, discretion, customer orientation, patience, willingness to learn, proficiency in MS Office (Word, Excel, PowerPoint, Outlook), knowledge of IOM administrative processes, and project budget tracking capabilities.