CFA2025/ME10/009 Office 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 Call for Applications, internal candidates are considered first-tier candidates.

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

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 

Under the direct supervision of the Chief of Mission and in collaboration with Senior Management Team Montenegro, RMO and other relevant units and project coordinators; the successful candidate will be responsible and accountable for performing the following tasks:

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.

    All duties and responsibilities will be carried out in strict adherence to IOM policies and guidelines, including those related to confidentiality and data protection.
     

    Required Qualifications and Experience

    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

    •     Proficiency 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

    •     In depth knowledge of the broad range of migration related subject areas dealt with by the Organization;
    •     Knowledge of UN and bilateral donor programming;
    •     Good understanding of ERPs is an advantage;
    •     Excellent computer literacy in MS Office;
    •     Excellent oral and written communication skills in English and local languages;
    •     Driving skills.

    Language

    Fluency in ​English and Montenegrin​ is required (oral and written). 

    Competencies

    📚 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!

    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.

    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 - 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 actions and delegated work.

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

    Notes

11. All-inclusive fee for this post is 1,900 EUR per month.