Administrative Associate

Job Description

Position Title: Administrative Associate
Duty Station City: San Cristobal, Táchira
Duty Station Country: Bolivarian Republic of Venezuela
Grade: G-5
Contract Type: Special Short-Term Graded
Recruiting Type: General Service
Vacancy Type: Special Vacancy Notice
Initial duration: three months (with possibility of extension)

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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

Applications are welcome from first- and second-tier candidates, particularly qualified female 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, the following are considered first-tier candidates:

1. Internal candidates.

Second tier candidates include:

1. All external candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission, the operational and technical guidance from the Resources Management Unit, and the direct supervision of the Head of the Táchira/Apure Sub-Office and Project Manager, the incumbent will be responsible for local administrative tasks and assistance to project management, as well as logistical support that contributes to the work of the Field Office, for the benefit of the most vulnerable, migrant population, population on the move, as well as the receiving population for the delivery of assistance in collaboration with implementing partners and/or counterparts.

Responsibilities

1. Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature; 

2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications; 

3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style; 

4. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit; 

5. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases; 

6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems; 

7. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; and, 

8. Perform other duties as required. 

Qualifications

Required Qualifications and Experience

Education

• High school diploma with five years of relevant experience; or,

• Bachelor’s degree in Business Administration, Public Administration, Accounting, Economics, International Relations, or related fields with three year of relevant prefessional experience.

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: IOM’s official languages are English, French, and Spanish. 

Required: For this position, fluency in Spanish is required (oral and written).

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.

• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• 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

• IOM only accepts online profiles duly completed.
• Only shortlisted candidates will be contacted.
• Offer and contract issuance subject to funding availability.
• IOM does not charge a fee at any stage of its recruitment process.
• This vacancy is only available for local citizens or foreigners with right of residence and right to work in the country.

Required Skills

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