Administrative Assistant
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related agency leading in migration management. It collaborates with governments and partners to promote humane and orderly migration, protect displaced persons, and facilitate legal pathways. The organization fosters an inclusive and supportive workplace to maximize migration's potential and strengthen support for people on the move. This role is within the Panama Country Office.
Job Purpose
The Administrative Assistant in the IOM Panama Country Office is responsible for managing administrative functions under the supervision of the National Project Officer (Migration Management) and Project Coordinator. This role supports the overall mission of IOM, which is to promote humane and orderly migration for the benefit of all. The position contributes to saving lives, protecting people on the move, driving solutions to displacement, and facilitating regular migration pathways. The Administrative Assistant ensures the smooth operation of administrative tasks, supporting the organization's efforts to provide services and advice to governments and migrants, and strengthening its support to people on the move within the country office.
Responsibilities
Provide comprehensive office, administrative, and logistics support for meetings, committees, and conferences. Manage incoming mail and correspondence, ensuring timely distribution and follow-up on pending actions. Execute clerical tasks to facilitate the smooth operation of unit activities. Draft responses to routine correspondence and communications, and produce a wide range of complex documents and reports using word processing software. Proofread and format documents for accuracy, grammar, punctuation, and adherence to established standards. Initiate administrative tasks within computerized financial, procurement, supply chain, travel, and human resources systems. Arrange travel and accommodation, and process travel authorizations and claims. Monitor office supply levels and alert on restocking needs. Research, compile, and organize information for reports, create spreadsheets and presentations, manage databases, and maintain electronic and paper filing systems. Perform other duties as required.
Work Experience
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook). Prior work experience with international humanitarian organizations, non-government, or government institutions in a multicultural setting is advantageous. Experience in attention to detail and methodical organization of paperwork is required.
Skills
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook). Attention to detail and the ability to organize paperwork methodically. Knowledge of migration-related subject areas and UN/bilateral donor programming is desirable.