Communications and 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.   Please note: This position is available as part-time from minimum 32 h/week to full-time.
  Context

Under the direct supervision of the Head of the Policy Research and Migration Law Unit and the overall supervision of the Head of Office, the successful candidate will be responsible for providing effective and efficient administrative support to the Policy Research and Migration Law Unit of the Country Office for Austria.

1. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation. 
2. Support the unit in all communication related tasks, including event management and website maintenance. 
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. Maintain the IOM CO Austria physical and electronic migration research library.
8. Ensure availability of office supplies and appropriate maintenance of office equipment.
9. Perform other duties as required. Education
   • Bachelor’s degree in Business Administration, Social Sciences or a related field from an accredited academic institution, with one year of relevant professional experience, preferably in administrative support or similar roles;

     OR

     • High school diploma with three years of relevant experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
       • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 
       • Previous experience in procurement, budgets, contact databasing and other relevant activities to support a multi-disciplinary team in an international context is an advantage.
       • Prior experience maintaining websites using content management solutions is an advantage.
       • Experience in organizing events, meetings and workshops – also in an online or hybrid format – is an advantage.
       • Experience in drafting and layouting electronic publications is an advantage. Skills
         • Demonstrated proficiency in administration and back-office work. 
         • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, Outlook, MS Teams. 
         • Attention to detail, ability to organize paperwork in a methodical way.   Languages
           • For this position, fluency (C1 and above) in German and English 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.
     • 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.
10. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.