VN 014/2026 Administrative Assistant (AOM)

Mid

Overview

Perform general administrative tasks, office maintenance and report preparation support.

You have:

• Completed University degree in Business Administration, Mass Communications, or any related field of study with two (2) years of relevant professional experience.
• Completed High School degree from an accredited academic institution, with four (4) years of relevant professional experience.
• Work experience from a multicultural organization an advantage.
• Proficiency in MS Office applications and MailChimp.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

This is a Fixed Term contract. More about Fixed Term contracts.

Under the overall supervision of the Senior Resources Management Officer and the direct supervision of the National Administrative and Office Management Officer, the Administrative Assistant shall perform general administrative tasks, office maintenance, and report preparation support

Qualifications

EDUCATION

• Completed University degree in Business Administration, Mass Communications, or any related field of study with two (2) years of relevant professional experience; or,
• Completed High School degree from an accredited academic institution, with four (4) years of relevant professional experience.

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

EXPERIENCE

• Work experience from a multicultural organization an advantage.
• Commitment, efficiency, self-motivation, creative thinking and strong organizational skills
• Flexibility, diplomacy, and good customer relations.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

SKILLS

• Computer literacy including proficiency in MS Office applications and MailChimp.

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 – behavioral 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.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
4. 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.
5. 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.
6. 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.
7. 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

Responsibilities

GENERAL ADMINISTRATIVE TASKS

Provide general administrative support in the management of the IOM office, housekeeping and utilities for MAC

• Handle communications, arrange meetings, take meeting notes and follow up for the pending tasks.

OFFICE MAINTENANCE

• Facilitate IOM door access to staff and visitors with prior approval from the National Security Officer respecting the established office security protocol.
• Assist in the management of the schedules of IOM drivers and messengers.
  • Schedule and monitor daily trips/errands of drivers and messengers
  • Provide supporting documentations for over time requests filed by the drivers and messengers.
• Prepare transportation service request for airport transfers of incoming/outgoing IOM staff and visitors
• Prepare requests for IOM vehicles service maintenance and ensure that this is done on a regular basis.
• Ensure that supplies i.e. office supplies and cleaning are monitored and are replenished.
• Perform purchase related tasks as follows:
  • In coordination with the Local procurement unit, prepare Purchase Requests
  • Prepare Request for Payments (RFP) for service providers
  • Coordinate with the Accounts payable unit on issues or discrepancies related to payment/ invoice.
• Assist in the maintenance of the unit’s Intranet and Sharepoint pages
  • Serve as Intranet focal point for the GSSC Common Services section on the Intranet Portal.
  • Coordinate with the Intranet and SharePoint teams for any updates, issues, and requirements.
  • Upload documents and update sections related to the Unit, as needed.
  • Assist in the preparation and maintenance of high-quality documentation such as operations manual that meets applicable standards and is appropriate for its intended audience.
• Update and maintain large distribution lists
• Monitor, prepare, and distribute Advisories, using MailChimp.
• Provide support in the management of messages received in the GSSC Common Service mailbox.
  • Take ownership of inquiries, issues and/or requests sent to the GSSC Common Services’ mailbox.
  • Open, respond to, update, and resolve inquiries, issues and/or requests received from colleagues and vendors.
  • Provide support by giving either immediate information or workarounds for requests or issues.
  • Analyze and coordinate with the colleagues to appropriately address issues, inquiries or requests.
• Provide support to Department/Unit Managers
  • Coordinate and follow up with Department/Unit Managers regarding the submission of documents for payment of services rendered by the vendor.
  • Maintain, update and reconcile attendance record for staff consultants on monthly basis.
  • Ensure regular updates of staff list and share the report.
• Provide liaison assistance to staff and IOM
  • Provide support in the facilitation of the required documents for incoming international staff / officials and their qualified dependents.
  • Liaise with Philippine Foreign Service Posts to expedite visa application processing of IOM staff and qualified dependents.
  • Prepare necessary documents related to incoming official shipments of the organization to be submitted to the appropriate government agencies.
  • Facilitate the requests for issuance of the airport passes for IOM operations staff and IOM officials.
  • Liaise with appropriate government agencies and Embassies on issuance of local licenses for International Officials.

REPORTS PREPARATIONS

• Assist in the preparation of administrative reports that may be required.
• Provide assistance in preparing reports required by government agencies.
• Perform other duties as may be assigned.

Apply now

Potential interview questions

Added 3 months ago - Updated 3 months ago - Source: iom.int