Administrative Assistant
Organizational Context
Established in 1951, IOM is the leading UN agency for migration, promoting humane and orderly migration globally. It collaborates with governments and partners to save lives, protect migrants, and facilitate pathways for regular migration. The organization is committed to fostering an inclusive and supportive workplace. This role sits within IOM Belarus, reporting to the Chief of Mission.
Job Purpose
The Administrative Assistant in IOM Belarus is responsible for managing resource management functions under the supervision of the Chief of Mission and the National Programme and Liaison Officer. This role involves collaborating with various units at Headquarters and Administrative Centres to ensure efficient operations. The purpose is to provide essential administrative and logistical support, contributing to the overall effectiveness of IOM's mission in Belarus. The position requires managing diverse administrative tasks, ensuring smooth daily operations, and supporting the team in achieving organizational objectives related to migration management and assistance.
Responsibilities
The Administrative Assistant will arrange appointments, receive visitors, and manage incoming correspondence, responding to routine inquiries. They will provide administrative and logistical support for meetings and conferences, and process mail and communications. The role involves drafting responses to standard correspondence, proofreading documents, and formatting texts for accuracy and adherence to standards. Initiating administrative tasks in computerized systems for finance, travel, and human resources is key. Additionally, the assistant will make travel arrangements, process vacancy notices and consultant contracts, and compile information for reports. Maintaining electronic and paper files, managing databases, and performing other required duties are also part of the responsibilities.
Work Experience
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential. The role requires 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. Candidates should be discreet, client-oriented, patient, and willing to learn.
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong attention to detail and organizational skills for managing files and paperwork. Discreet, client-oriented, patient, and eager to learn. Excellent communication and team collaboration abilities.