Administrative Assistant DTM/IM

Job Description

Position Title: ​​​​Administrative Assistant DTM/IM​ ​

Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: UG/G-4
Contract Type: Special Short-Term ungraded
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.

Organizational Context and Scope

​The successful candidate will support the smooth implementation of IM and DTM activities by assisting with document preparation, procurement and administrative follow-up, meeting organization, correspondence, records management, travel arrangements and coordination with relevant internal units and external counterparts. The role will contribute to timely and organized support for assessment, reporting and information management activities carried out as part of the emergency response. 

Responsibilities

1. ​​Provide administrative support to Information Management and DTM activities for the Venezuela Earthquake response, including document preparation, filing, follow-up and coordination with relevant units.
2. ​Assist with procurement and contracting processes for goods and services required for IM and DTM activities, including preparation of supporting documents and follow-up with the Procurement Unit and service providers.
3. ​Prepare, organize and maintain administrative, financial and project documentation, including forms, correspondence, attendance sheets, contact lists, meeting notes and other relevant records.
4. ​Support the organization of meetings, briefings, trainings, workshops and field-related activities, including logistics, materials, invitations, equipment and related arrangements.
5. ​Take meeting minutes, prepare summaries and follow up on agreed administrative actions related to IM and DTM activities.
6. ​Assist with travel arrangements, mission requests, logistical planning and related documentation for staff, consultants or field teams supporting the response.
7. ​Support recruitment and onboarding processes for IM and DTM personnel, consultants or enumerators by preparing documentation, coordinating schedules and liaising with relevant units as directed.
8. ​Draft routine correspondence and support informal translation or review of short documents, as required.
9. ​Maintain organized electronic and physical records of administrative documents, reports, tools and response-related materials, ensuring confidentiality and proper version control.
10. ​Assist in liaison with internal units, local authorities, partners and other counterparts on administrative and logistical matters related to IM and DTM activities.

11. ​Perform such other relevant duties as may be assigned. 

Qualifications

Required Qualifications and Experience

Education

• ​High School diploma with at least two years of relevant work experience; or,
• ​Bachelor’s degree or equivalent in Administration, Business Administration, Social Sciences, International Relations, Information Management or a related field with at least one year of relevant work experience.
• ​High School diploma with five years of relevant professional experience.​ 

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

Experience

• ​​Experience providing administrative, logistical or project support in humanitarian, development, international organization, NGO or public sector contexts.
• ​Experience preparing, organizing and maintaining administrative documents, records, correspondence, meeting notes, forms and project files.
• ​Experience supporting procurement, contracting, travel, finance, recruitment or other administrative processes is an advantage.
• ​Experience supporting meetings, trainings, workshops or field activities, including logistics and follow-up.
• ​Experience working with information management, DTM, monitoring and evaluation or emergency response teams is an advantage. 

Skills

The incumbent is expected to demonstrate the following position-specific skills:

• ​Good organizational skills and ability to manage documents, schedules, records and administrative follow-up in an orderly manner.

• ​Good communication skills and ability to coordinate with colleagues, service providers, partners and counterparts in a professional manner.

• ​Ability to draft simple correspondence, meeting notes and administrative documents in a clear and accurate manner.

• ​Excellent computer literacy, including Microsoft Word, Excel, PowerPoint and Outlook; familiarity with SharePoint, Teams or other document management tools is an advantage.

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Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in ​Spanish and English​ is required (oral and written).

Desirable

​​Working knowledge of Portuguese, French or another UN official language is an advantage.​ 

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

Required Skills

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