Senior Administrative Assistant At International Organization for Migration

Reference Number : VN 2024-013

Position Title : Senior Administrative Assistant (1 Position)

Duty Station : Conakry, Guinea

Classification : General Service Category (GS)

Type of Appointment : One Year Fixed Term (OYFT) Graded, with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 06 Septembre 2024

Established in 1951, the International Organization for Migration (IOM) is the United Nations’ premier migration agency and a leading intergovernmental organization in the field of migration. It collaborates closely with governmental, intergovernmental, and non-governmental partners, with a dedicated mission to foster humane and well-organized migration for the collective benefit. This is achieved through offering services and counsel to both governments and migrants.

Core Functions / Responsibilities:

Under the overall supervision of the Chief of Mission in Guinea Country Office, the Senior Administrative Assistant will be part of the Administrative Support Unit which is responsible for the administrative duties within the Guinea Office. S/he will carry-out the following duties:

1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention;
2. Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines;
3. Arrange appointments and duty travels, maintain supervisor’s calendar and receive visitors;
4. Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
5. Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests;
6. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress;
7. Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
8. Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language;
9. Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems;
10. Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems as required;
11. Ensure the initiation of a variety of transactions in the organization’s computerized administrative systems; and,
12. Perform other duties as required.

Required Qualifications and Experience:

Education

• High school diploma with six years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with four years 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; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Languages

• For all applicants, fluency in French and English is required (oral and written).
• National languages is an advantage

Notes:

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

The successful candidate is expected to demonstrate the following values and competencies:

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: Maintain 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 level 2

• 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.

IOM’s competency framework can be found at this link:

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

Vacancies close at 23:59 local time Conakry, Guinea on the respective closing date. No late applications will be accepted.