Office Assistant

Details

Mission and objectives

International Organization for Migration (IOM) is the inter-governemntal organization founded in 1951 with the headquarters in Geneva. The International Organization for Migration acts together with its partnerrs in the international community to: - Uphold the human dignity and well being of migrants; - Encourage social and economic development through migration; - Assist in meeting the growing operational challenges of migration management, and - Advance understanding of migration issues. IOM activities that cut across these areas include the promotion of international migration law, policy debate and guidance, protection of migrants' rights, migration health and the gender dimension of migration. IOM in the Czech Republic has been active since 1998.

Context

IOM Czech Republic has been implementing its activities since 1998 mainly in the following areas: o Voluntary return and reintegration of migrants in countries of origin; o Integration of foreigners in the Czech Republic; o Labor migration and mobility; o Prevention and combating trafficking in human beings; o Capacity building in migration management; o Migration and development; o Dissemination of information and awareness raising on migration. Currently, the Prague office has emergency response projects in relation to the war in Ukraine as well as an Assisted Voluntary Returns and Reintegration projects.

Task description

Within the delegated authority and under the supervision of the Head of Office or his/her designated mandated representative(s), the UNV Office Assistant will: • Operating the IOM central phone line; o Picking up the line, processing the requests and delegating the requests to respective units; o Requests could be from journalists, beneficiaries, donors, partners, general public; • Picking up post/ mail at the reception; • Sorting out mail; • Controlling IOM Czechia eGovernment portal account; • Drafting various communication; • Running errands; • Administrative assistance to the entire office, most frequently to the RMU (Finance & HR); • Collecting needs for purchase from across Units and reporting it to Procurement/ FIN; • Monitoring the IOM Czechia general email account and delegating the requests to respective units/ colleagues; • Other tasks as per request. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: As an active IOM Prague team member, efficient, timely, responsive, client-friendly and high-quality support rendered to IOM and its beneficiaries in the accomplishment of her/his functions, including: • After the first 3 months, the UNV has good knowledge of IOM values as well as internal processes regarding finance and HR. The UNV adhered to IOM values during her/his assignment and acted in a representative manner both in and outside the office; • IOM internal rules regarding the procurement process at the office were followed. Any issues the UNV encounters were raised to the SRMA and/or other senior members of the team; • Financial documents produced by the office during the assignment are e-filed in a well organized manner; • Over the period of the assignment, content was created for IOM Czechia website and social media; • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment; • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.