Receptionist & 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 overall supervision of the Head of Office (HoO) and the direct supervision of the Resources Management Officer (RMO), the successful candidate will be responsible for providing routine administrative services for the IOM Office in Bishkek, Kyrgyzstan in a timely manner and in accordance with IOM procedures. Additionally, the candidate will act as the ICT Focal Point to maintain the proper functioning and maintenance of all IT equipment and systems within the office, and coordinating with the ICT department to address any technical issues and implement necessary updates or upgrades.

1. Greet visitors and provide a positive image of IOM and hospitality for visitors, meetings/conferences participants and suppliers. 
2. Answer the telephone, screen, refer calls, and take messages, as appropriate, promptly, accurately, professionally and courteously. 
3. Receive, direct, and track all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission. 
4. Collect invoices from relevant vendors for office maintenance and other services and submit Purchase Requests and Requests for Payments to Resources Management Unit (RMU) in a timely manner.
5. Create new Vendor Accounts for office-related purchases in ERP.
6. Prepare monthly VAT report for submission to the State Tax Service.
7. Process office requests for air tickets in coordination with local suppliers and Staff Travel Coordination unit.
8. Maintain office files and reference systems according to standard procedures. 
9. Act as the Office Archive Focal Point in accordance with the IOM’s Data Protection Principles and IOM Data Protection Manual and in coordination with RMU. 
10. Maintain inventory and initiate procurement of basic office and cleaning supplies/equipment as necessary.
11. Report and assist the Procurement Associate and RMO with the coordination of the maintenance and repair of office equipment, furniture, and IOM vehicles.
12. Act as the ICT Focal Point:
    1. provide basic IT support to staff, including troubleshooting hardware and software problems, attract the outsourcing company for pure technical support;
    2. coordinate with the ICT department to address any technical issues and implement necessary updates or upgrades;
    3. assist in the procurement of new IT equipment and services as needed; and 
    4. follow-up compliance with IT policies and procedures, including data protection and cybersecurity measures.
    5. Provide basic office support to different units as required. 
    6. Perform other related duties as assigned.
         Education
       • High School diploma with four years of relevant experience; or, 
       • Bachelor’s degree in Business Administration, Social Sciences, Information Technology, or related field with two years of relevant professional experience.  Accredited Universities are those listed in the UNESCO World Higher Education Database.
           Experience
         • Prior experience in general administrative support, i.e., office administration, events management, general services, logistics. 
         • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.  
         • Experience in providing basic IT support, troubleshooting, and user assistance is an advantage. Skills
           • Communication & Customer Service: Strong verbal and written communication skills, with a professional and welcoming demeanor for interacting with visitors, vendors, and staff. Excellent organizational and customer service skills.
           • Proficient in using standard office software (MS Office Suite, etc.) and the ability to troubleshoot basic issues.
           • Basic knowledge of network administration, internet, and intranet troubleshooting. Familiarity with IT security protocols (antivirus software, firewalls, password management).

             Languages

             • For this position, fluency in English and Russian is required (oral and written). Working knowledge of Kyrgyz 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.
       • Courage: Demonstrates willingness to take a stand on issues of importance.
    7. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
    8. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
13. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.