Administrative Assistant at International Organization for Migration - IOM

Core Functions / Responsibilities

• Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
• Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
• 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;
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
• 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;
• Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
• Perform any other responsibilities that may be assigned by the supervisor.

Requirements
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 institutions/organization in a multi-cultural setting is an advantage.
• Government Languages: Fluency in English (oral and written) required, working knowledge of the local language.

Skills:

• Knowledge of and experience working in a humanitarian context
• Knowledge of UN and bilateral donor programming
• Knowledge of IOM policies and procedures a distinct advantage

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

Values:

• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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.

Core Competencies:
Behavioural 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 action and
• delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an
• informative, inspiring, and motivational way.