Administrative Assistant

Under the overall supervision of the Resource Management Officer (RMO) and direct supervision of the Supply Chain Officer, the successful candidate will be responsible for the following:

1. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation; 
2. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
3. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;
4. Set up and maintain office files and reference systems according to standard procedures;
5. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems; 
6. Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
7. Assist with arranging for travels: organize transport, logistics, accommodation, documents; 
8. Ensure availability of office supplies and appropriate maintenance of office equipment; and,
9. 9.Perform other duties as required. Education
   • High school diploma with three years of relevant experience; or,
   • Bachelor’s degree in Business Administration or related fields from an accredited institution with one year 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.  Languages
       • For this position, fluency in English and French is required (oral and written).
       • Working Knowledge of Arabic is desirable. 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.
10. Courage: Demonstrates willingness to take a stand on issues of importance.