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.
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, the following are considered
- First-tier candidates: Internal candidates.
- Second tier candidates include: All external candidates.
Organizational Context and Scope
The successful candidate will support the smooth implementation of IM and DTM activities by assisting with document preparation, procurement and administrative follow-up, meeting organization, correspondence, records management, travel arrangements and coordination with relevant internal units and external counterparts. The role will contribute to timely and organized support for assessment, reporting and information management activities carried out as part of the emergency response.
- Provide administrative support to Information Management and DTM activities for the Venezuela Earthquake response, including document preparation, filing, follow-up and coordination with relevant units.
- Assist with procurement and contracting processes for goods and services required for IM and DTM activities, including preparation of supporting documents and follow-up with the Procurement Unit and service providers.
- Prepare, organize and maintain administrative, financial and project documentation, including forms, correspondence, attendance sheets, contact lists, meeting notes and other relevant records.
- Support the organization of meetings, briefings, trainings, workshops and field-related activities, including logistics, materials, invitations, equipment and related arrangements.
- Take meeting minutes, prepare summaries and follow up on agreed administrative actions related to IM and DTM activities.
- Assist with travel arrangements, mission requests, logistical planning and related documentation for staff, consultants or field teams supporting the response.
- Support recruitment and onboarding processes for IM and DTM personnel, consultants or enumerators by preparing documentation, coordinating schedules and liaising with relevant units as directed.
- Draft routine correspondence and support informal translation or review of short documents, as required.
- Maintain organized electronic and physical records of administrative documents, reports, tools and response-related materials, ensuring confidentiality and proper version control.
- Assist in liaison with internal units, local authorities, partners and other counterparts on administrative and logistical matters related to IM and DTM activities.
- Perform such other relevant duties as may be assigned.
Education
- High School diploma with at least two years of relevant work experience; or,
- Bachelor’s degree or equivalent in Administration, Business Administration, Social Sciences, International Relations, Information Management or a related field with at least one year of relevant work experience.
- High School diploma with five years of relevant professional experience.
Experience
- Experience providing administrative, logistical or project support in humanitarian, development, international organization, NGO or public sector contexts.
- Experience preparing, organizing and maintaining administrative documents, records, correspondence, meeting notes, forms and project files.
- Experience supporting procurement, contracting, travel, finance, recruitment or other administrative processes is an advantage.
- Experience supporting meetings, trainings, workshops or field activities, including logistics and follow-up.
- Experience working with information management, DTM, monitoring and evaluation or emergency response teams is an advantage.
Skills
The incumbent is expected to demonstrate the following position-specific skills:
- Good organizational skills and ability to manage documents, schedules, records and administrative follow-up in an orderly manner.
- Good communication skills and ability to coordinate with colleagues, service providers, partners and counterparts in a professional manner.
- Ability to draft simple correspondence, meeting notes and administrative documents in a clear and accurate manner.
- Excellent computer literacy, including Microsoft Word, Excel, PowerPoint and Outlook; familiarity with SharePoint, Teams or other document management tools is an advantage.
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 Spanish and English is required (oral and written).
Desirable
Working knowledge of Portuguese, French or another UN official language is an advantage.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
- Only shortlisted candidates will be contacted.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
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.