Administrative Assistant (Climate Mobility) (Fiji Nationals Only)

Job Description

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, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission and the direct supervision of the Programme Officer (Migration and Climate Change), the Administrative Assistant (Climate Mobility) will provide administrative, clerical, and logistical support to the Climate Mobility Unit. The position will work closely with the IOM Coordination Office for the South Pacific Resources Management Unit, and the IOM Country Offices implementing programme activities by providing routine administrative and logistical support. 

Responsibilities

1. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation using established templates and standard procedures  
2. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer them to appropriate contacts or units. 
3. Enter, retrieve, compile, 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, process, and track routine administrative transactions in the computerized financial, travel and human resources systems.  
6. Support the organization and administration of meetings, workshops and events by arranging meeting rooms, equipment, materials and other logistical requirements. 
7. Assist with arranging travel by organizing transportation, logistics, accommodation and travel documentation.  
8. Monitor the availability of office supplies and support the maintenance of office equipment in coordination with the relevant administrative unit. 
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

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

Skills

• Understanding of administrative procedures and roles.
• Understanding and knowledge of relevant software for such as excel, word, powerpoint and sharepoitns.
• Good interpersonal skills, able to interact and communicate well with others, including from diverse backgrounds. 

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 English is required (oral and written). Other Pacific Island language(s) is desirable.

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

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

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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.

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.

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.

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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