VN 039/2026 Administrative Assistant

Job Description

Under the overall supervision of the GSSC Director and direct supervision of Chief, GSSC HR Hub, and, in collaboration with relevant units at GSSC, the incumbent will be responsible for the following administrative tasks related to the needs of the HR Hub. 

Responsibilities

1. Draft routine correspondence; consolidate tables, reports, presentations, publications, and other documentation. 

2. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, SharePoint, office files, etc.); present results in standard format. 

3. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.  

4. Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms, communication platform (MS Teams, Zoom etc.) links and other facilities. 

5. Liaise with commons services and procurement units to ensure availability of office supplies and appropriate maintenance of office equipment. 

6. Facilitate the monitoring of MHRO staff movements and statistics. 

7. Provide assistance in the completion of the budget submission package for MHRO for the Annual Budget Cycle for Bluebook purposes.  

8. Perform other duties as required. 

Qualifications

EDUCATION 

• Bachelor’s degree in Business Administration or related fields from an accredited institution with two (2) year of relevant professional experience; or,

• High school diploma with four (4) years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. One Drive, MS Teams, Word, Excel, PowerPoint, Outlook.

• Prior work experience with international humanitarian organizations, non-government or government institutions / organization in a multi-cultural setting in the area of administrative/executive support is an advantage.

SKILLS

• Attention to detail, ability to organize electronic files/paperwork in a methodical way

• Discreet, details and clients-oriented, patient and willingness to learn new things

• Excellent communication and team collaboration skills

• Punctuality

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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

Please refer to this link for guidance on IOM Job Category.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, 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. 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.
6. IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
7. No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.

Required Skills

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