Administrative Assistant

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the direct supervision of the Chief of Mission (CoM) and in collaboration with Resources Management Unit and relevant units at Headquarters and the Administrative Centers, the successful candidate will be responsible and accountable for supporting administrative functions in the IOM office in the Hague. 

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.
3. Review, record, distribute and process incoming mail and correspondence, follow-up on pending actions.
4. 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.
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems.
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts.
9. 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,
10. 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. Accredited Universities are those listed in the UNESCO World Higher Education Database.   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

        • Communication skills (Excellent verbal and written communication skills; ability to work effectively with colleagues from varied cultures and professional backgrounds, professional discresion).
        • Administrative skills (office, calendar email and correspondence management, document preparation and record keeping).
        • Organizational and time management skills (prioritization, attention to detail, problem-solving, multitasking). Languages

          Fluency in English and Dutch is required (oral and written).

          IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   Values - all IOM staff members must abide by and demonstrate these three 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.
    • Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
11. Courage: Demonstrates willingness to take a stand on issues of importance.