Administrative Assistant

Responsibilities and Accountabilities

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
3. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
4. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
5. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
6. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
7. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
8. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
9. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
10. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
11. Perform other duties as required

    EDUCATION

    • High school diploma with four years of relevant experience; or,
    • Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience

      EXPERIENCE

      • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; 
      • Attention to detail, ability to organize paperwork in a methodical way; 
      • Discreet, details and clients-oriented, patient and willingness to learn new things; and, 
      • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

        SKILLS

        • Strong written and verbal communication skills;
        • Excellent computer skills;
        • Personal qualities include attention to detail and strong organizational skills. 
        • Problem—solving and critical thinking skills
        • In addition, motivated and able to work effectively and harmoniously with colleagues from varied professional backgrounds

          Languages[1]
          IOM’s official languages are English, French, and Spanish. 

          REQUIRED

          For this position, fluency in English and Romanian is required (oral and written).

          DESIRABLE

          Working knowledge of Russian. 

          Competencies[1]

          The incumbent is expected to demonstrate the following values and competencies:

          VALUES - All IOM staff members must abide by and demonstrate these five values:
          
           

          Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

          Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

          Courage: Demonstrates willingness to take a stand on issues of importance.

          Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
          
           

          CORE COMPETENCIES - Behavioral indicators –  Level 1
          
           

          Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

          Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

          Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

          Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

          Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
           

          NOTES

          1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
          2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
          3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
          4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
          5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
          6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
          7. IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

             For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
              

              

             [1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.

             [1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.