Administrative Assistant

Job Description

Position Title: ​​Administrative Assistant 

Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: G-3
Contract Type: Special Short-Term
Recruiting Type: General Service
Vacancy Type: Special Vacancy Notice
Initial duration: until 31 december 2026

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.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

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..

Responsibilities

1. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;  
2. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units; 
3. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format; 
4. Set up and maintain office files and reference systems according to standard procedures; 
5. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems;  
6. Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities). 
7. Assist with arranging for travels: organize transport, logistics, accommodation, documents;  
8. Ensure availability of office supplies and appropriate maintenance of office equipment; and, 
9. Perform other duties as required. 

Qualifications

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. 
   

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

Experience

• Experience providing general administrative and clerical support in an office environment.
• Experience organizing meetings, travel arrangements and logistics. 
• Experience maintaining filing systems and administrative records. 
• Experience handling confidential information with discretion. 
• 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, 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.  
• Strong organizational and time management skills. 
• Good written and verbal communication skills.
   

Languages

IOM’s official languages are English, French, and Spanish. 

REQUIRED: For this position, fluency in spanish is required (oral and written).

DESIRABLE: English language skills: Not required.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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

• IOM only accepts duly completed applications submitted through the IOM e-Recruitment system

• 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.

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

Required Skills

Job info