Administrative Assistant
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a leading UN agency dedicated to promoting humane and orderly migration. It collaborates with governments and partners to save lives, protect migrants, address displacement, and facilitate legal migration pathways. IOM strives to create a respectful, inclusive, and supportive workplace.
Job Purpose
The Administrative Assistant role is crucial for ensuring the smooth and efficient operation of IOM's administrative and logistical functions. This position supports the supervisor and the wider team by managing daily office operations, coordinating meetings, handling correspondence, and processing administrative tasks. The role contributes to IOM's mandate by facilitating effective communication, supporting staff mobility through travel arrangements, and assisting in HR processes. By maintaining organized records and providing essential administrative support, the Administrative Assistant directly enables IOM to deliver its services and achieve its objectives in managing migration.
Responsibilities
Key duties include managing the supervisor's schedule, receiving visitors, and screening calls. The role involves providing comprehensive administrative and logistical support for meetings, committees, and conferences. Responsibilities extend to processing incoming mail and correspondence, responding to routine inquiries, and drafting communications. The Administrative Assistant will proofread and format documents for accuracy and adherence to standards, and initiate administrative tasks within financial, travel, and HR systems. Making travel arrangements and processing claims, assisting with vacancy notices and consultant contracts, and compiling information for reports are also core functions. Maintaining databases and electronic/paper files, and performing other required duties are essential.
Work Experience
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Candidates should possess strong attention to detail and the ability to organize paperwork methodically. Prior experience in an administrative role within international humanitarian organizations, non-government, or government institutions in a multicultural setting is advantageous.
Skills
Microsoft Office Suite proficiency, attention to detail, organizational skills, discretion, client orientation, patience, willingness to learn, administrative processing, database management, communication.