Administrative Assistant at International Organization for Migration

Call for CVs
Open to Internal and External Candidates
Position Title:Administrative Assistant

Duty Station: Washington, DC

Reference no.: CV US10-2021-04

Classification: Ungraded

Type of Appointment: Special Short-term, 6 months with possibility of extension
Estimated Start Date:As soon as possible
Closing Date: June 18, 2021

Please be advised that this is a local position and as such only US citizens and residents will be considered
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.

Context:
Under the overall supervision of the Chief of Mission, and the direct supervision of the Human Resources Officer, the incumbent will be responsible for the performance of the following activities related to the administrative support functions for the IOM office in Washington, D.C. The incumbent’s duties will include but not be limited to the following:
Core Functions / Responsibilities:

1. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units.
2. Receive, classify, distribute and mail all documents/packages and communications to and from the office.
3. Responsible for the office security system (electronic cards order, issuance, activation, and maintenance).
4. Initiate, review and track a variety of administrative transactions, such as Purchase Requisitions, Bid Analysis and Request for Payments.
   IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply. Applications from qualified female candidates are especially encouraged. Internal candidates are considered as first-tier candidates.
5. Keep track of accounts, subscriptions and purchases made through the office credit card.
6. Maintain an updated compendium of documents for office wide use including but not limited to office holidays, staff extensions and emergency contact numbers.
7. Procure and ensure availability of office supplies and appropriate maintenance of office equipment.
8. Assist with the Chief of Mission’s travel arrangements and letters of invitation. Ensure that files and records for all issued travel authorizations are complete and with adequate supporting documents. Provide administrative support for consultants, interns and visitors inclusive of hotel, travel and hospitality arrangements.
9. Support the organization and administration of meetings, workshops and events which includes, but is not limited to the procurement of supplies, coordination with caterers, and reservation of needed facilities.
10. Liaise with the US authorities with regards to visa applications and immigration status of local and international staff. Report and register current and new IOM Washington Staff with the State Department.
11. Ensure that office fixed assets are accounted and tracked. Prepare relevant asset forms and coordinate the same to respective units within and outside of IOM Washington. Assist on the annual physical fixed asset inventory count of the Washington office.
12. Manage the petty cash fund of the office.
13. Act as the focal point on payroll administration matters especially on PRISM HR. Run payroll, simulate payroll, extract reports and get necessary approvals prior to posting to PRISM financials.
14. Perform other duties as required

Required Qualifications and Experience

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
• Experience in SAP is a distinct advantage.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, Outlook; Internet Explorer, Web based applications.
• Knowledge of SAP is desirable.
• Excellent communication, interpersonal and writing skills.
• Ability to work under tight timelines.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Languages
For this position, fluency in English is required. Spanish is desirable.

Required Competencies
Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment.