Senior Administrative Assistant

Internal and external candidates will be considered for this vacancy.For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract.Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.ContextUnder 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; Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress; Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor; 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; Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems; Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems as required; Ensure the initiation of a variety of transactions in the organization's computerized administrative systems; 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 • 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; 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 indicatorsTeamwork: 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.Managerial Competencies – behavioural indicators (applicable only if position is with direct reports)Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization's vision.Assists others to realize and develop their leadership and professional potential.Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.Strategic thinking and vision: Works strategically to realize the Organization's goals and communicates a clear strategic direction.Humility: Leads with humility and shows openness to acknowledging own shortcomings.NotesAny offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.This post is subject to local recruitment.Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.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 online recruitment system.The online tool also allows candidates to track the status of their application.