Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
Under the overall supervision of the Chief of Mission and the direct supervision of the Programme Officer (Migration and Climate Change), the Administrative Assistant (Climate Mobility) will provide administrative, clerical, and logistical support to the Climate Mobility Unit. The position will work closely with the IOM Coordination Office for the South Pacific Resources Management Unit, and the IOM Country Offices implementing programme activities by providing routine administrative and logistical support.
- Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation using established templates and standard procedures
- Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer them to appropriate contacts or units.
- Enter, retrieve, compile, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.
- Set up and maintain office files and reference systems according to standard procedures;
- Initiate, process, and track routine administrative transactions in the computerized financial, travel and human resources systems.
- Support the organization and administration of meetings, workshops and events by arranging meeting rooms, equipment, materials and other logistical requirements.
- Assist with arranging travel by organizing transportation, logistics, accommodation and travel documentation.
- Monitor the availability of office supplies and support the maintenance of office equipment in coordination with the relevant administrative unit.
Perform other duties as required.
Education
- High school diploma with three years of relevant experience; or,
- Bachelor's degree in business administration or related fields from an accredited institution with one year of relevant professional 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.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills
- Understanding of administrative procedures and roles.
- Understanding and knowledge of relevant software for such as excel, word, powerpoint and sharepoitns.
- Good interpersonal skills, able to interact and communicate well with others, including from diverse backgrounds.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in English is required (oral and written). Other Pacific Island language(s) is desirable.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
No late applications will be accepted. Only shortlisted candidates will be contacted.