Project Assistant

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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), UN Volunteers with at least twelve (12) months of continuous service in IOM, 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.

Organizational Context and Scope

Under the overall supervision of the Head of Office and direct supervision of the Project Coordinator; the successful candidate will be responsible and accountable for the following:

Responsibilities

1. Arrange appointments for the Migration Governance, Border and Mobility Unit staff, receive visitors, place and screen telephone calls and respond to routine requests for information.
2. Provide administrative, programmatic and logistics support to meetings, committees, conferences and workshops.
3. Provide technical and operational support to organization of trainings, booking of venues and assisting with logistics.
4. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
5. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
6. Provide assistance in the administrative processing consultants' contracts.
7. Provide assistance with travel requests and expense claims.
8. Provide assistance purchase requests, payments and introducing information in Wave platform.
9. Regular coordination with staff in IOM Admin/Finance Management Unit.
10. Conduct other duties as may be assigned by the Head of Office/National Program Coordinator.

Qualifications

Educations

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

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

• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.