Senior Administrative Assistant

Context

Under the overall supervision of the Head of Programmes and the direct supervision of the National Programme Officer, the Project Assistant (Administrative) is responsible for the following duties and responsibilities:
Responsibilities: 1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention;
2. Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines;
3. Arrange appointments and duty travels, maintain supervisor’s calendar and receive visitors;
4. Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
5. Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests;
6. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress;
7. Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
8. Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language;
9. Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;
10. Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems as required;
11. Ensure the initiation of a variety of transactions in the organization’s computerized administrative systems;
12. Perform other duties as required.

Qualifications: Education
- High school diploma with six years of relevant experience; or,
- Bachelor’s degree in business administration or related fields from an accredited institution with four years of relevant professional experience.

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

Experience
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

**Skills**:

- Excellent written, verbal, communication, and presentation skills in Portuguese, English, and Spanish;
- Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks effectively.
- Experience handling confidential data;
- Ability to analyze problems, identify alternative solutions, project the consequences of proposed actions, and implement recommendations in support of objectives.
- Excellent academic writing skills;
- Familiarity with Microsoft Office and programming languages.

Languages
- For this position, fluency in Portuguese (oral and written);
- English (working knowledge) are required.
Desirable
- Spanish.

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