CFA2025/ME10/009 Office Administrative Assistant

Job Description

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 Call for Applications, internal candidates are considered first-tier candidates.

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 

Under the direct supervision of the Chief of Mission and in collaboration with Senior Management Team Montenegro, RMO and other relevant units and project coordinators; the successful candidate will be responsible and accountable for performing the following tasks:

Responsibilities

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial/travel/human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
9. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,

10. Perform other duties as required.

    All duties and responsibilities will be carried out in strict adherence to IOM policies and guidelines, including those related to confidentiality and data protection.
     

Qualifications

Required Qualifications and Experience

Education

•    High school diploma with four years of relevant experience; or,
•    Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

Experience

•    Proficiency 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.

Skills

•    In depth knowledge of the broad range of migration related subject areas dealt with by the Organization;
•    Knowledge of UN and bilateral donor programming;
•    Good understanding of ERPs is an advantage;
•    Excellent computer literacy in MS Office;
•    Excellent oral and written communication skills in English and local languages;
•    Driving skills.

Language

Fluency in ​English and Montenegrin​ is required (oral and written). 

Competencies

The incumbent 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: 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 –  Level 1

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

1. All-inclusive fee for this post is 1,900 EUR per month.
2. Any offer made to the candidate in relation to this Call for Applications is subject to funding confirmation.
3. 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, and security clearances.
4. 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.
5. People with disabilities are encouraged to apply and reasonable accommodation is available throughout the recruitment, hiring and employment cycle, in accordance with IOM procedures.
6. This post is subject to local recruitment. Moreover, Montenegro nationals/citizens and persons holding a valid residence and work permit for Montenegro will be eligible for consideration.
7. 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.
8. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
9. IOM reserves the right to contact shortlisted candidates only.
    

Required Skills

Job info