VN2025/010 - Expedited Recruitment - Office Administrative Services Associate

This is an expedited recruitment process open only to internal candidates and former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external candidates; their applications will not be considered.

Under the direct supervision of the Regional Supply Chain Officer and the overall supervision of Deputy Regional Director, Management, the Office Administrative Services Associate will be accountable and responsible for providing office administrative support and common services relating to office administration, office upkeep and maintenance and logistical support in IOM Regional Office in Vienna.

1. Coordinate and monitor the overall Office support common services matters within RO Vienna Office regarding office administration and logistical functions.
2. Ensure the office premises are well-maintained covering the general maintenance, office equipment, housekeeping, payment of utility charges, in coordination with Supply Chain Unit, Finance and Building Management.
3. Provide support and procedural guidance, if necessary, on procurement and administrative matters.
4. Act as a focal point to innitiate and record Purchase Request Forms (PRF) within RO for Supply Chain / Finance verifications and management approvals; ensure that the documents are registered properly.
5. Support the Supply Chain and ICT Units with the needs assessment of office furniture, other assets and equipment to ensure that it is well maintained and in good condition. Report immediately to the responsible unit for any items that require attention.
6. Supervise Office Cleaner/s on their daily tasks. Monitor the works of housekeeping and upkeep and coordinate with respective building management team that require attention.
7. Provide office, administrative and logistics support to meetings/conferences convened by the RO.
8. Liaise with local vendors and other local partners as required.
9. Assist in preparing reports, presentations, and other documentation as required.
10. Act as Driver when needed and ensure the upkeep and maintenance of the Office Vehicle.
11. Perform any other duties that may be assigned. Education
    • University Degree in Business Administration, Public Administration, Office Management Economics, Social Sciences or any related field of study with at least three (3) years of relevant professional experience in office administration or other related field of work; or,
    • Completed High School degree from an accredited academic institution, with five (5) years of relevant professional experience in office administration or other related field of work.
    • Valid national driver’s licence. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Experience in effectively applying specialized knowledge of logistics to timely source goods and services.
      • Experience in effectively working with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.
      • Familiarity with IOM’s administration and project coordination functions is an advantage.
      • Prior work experience with the UN system or an international humanitarian organization, non-government or government institutions/organizations in a multi-cultural setting is an advantage. Skills
        • Computer literacy including proficiency in MS Office applications and the ability to work with telecommunication systems (telephones, fax machines, switchboards etc).
        • Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
        • Excellent written and spoken communications skills; strong interpersonal and intercultural skills, ability to work in a multi - cultural environment and effectively collaborate within teams.
        • Strong analytical, planning and people management skills; ability to balance conflicting demands.
        • Attention to Detail.
        • Knowledge of customer service principle and practices.
        • Ability to work with minimum direct supervision and under own initiative. Languages
          • For this position, fluency in English and German is required (oral and written).
          • Working knowledge of any other language of the region is an advantage. 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 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.
12. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
13. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.