The International Organization for Migration (IOM) is hiring a Senior Administrative Assistant . Apply Tight Deadline

The International Organization for Migration (IOM) is hiring a Senior Administrative Assistant. Apply Tight Deadline

About IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration
and 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 a diverse and inclusive work environment. Internal and external candidates
are eligible to apply to this vacancy.


Under the overall supervision of the Deputy Director (HR Operations), and the direct supervision
of the Senior HR Officer (Staff Protocol) and in close collaboration with the DHR Units at
Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative Centre
(PAC), the Senior Administrative Assistant (Staff Protocol ) will be responsible and accountable
for providing coordination, support and assistance for the function and activities of the Staff
Protocol Unit.

Core Functions / Responsibilities:

  1. Provide administrative support to the Deputy Director (HR Operations) and Senior HR Officer
    (Staff Protocol), including coordination and liaison with other departments/units on
    administrative matters.
  2. Carry out all transactions of the Staff Protocol Unit, including preparation of Note Verbals and
    issuance of the United Nations Laissez-Passer (UNLP).
  3. Verify the data and data entry in the UNLP Portal, by monitoring the status of applications and
    timely dispatch of travel documents in accordance with the IOM’s UNLP Guidelines.
  4. Check that information for all applications to the authorities is accurate and properly
    documented before presenting it for signature to the designated official.
  5. Process all documents for issuance of the UNLP and distribute them to the concerned staff.
    In consultation with the Senior HR Officer (Staff Protocol), anticipate and deal with any problem
    that might delay the process.
  6. . Coordinate the effective and efficient functioning of Staff Protocol unit, including maintaining
  7. up-to-date work unit files (both paper and electronic), and ensuring safekeeping of confidential
  8. materials.
  9. Maintain a notification system for the UNLP renewals and liaise with the concerned staff and
    their supervisors.
  10. Assist the Senior HR Officer (Staff Protocol) in implementation of the UN Digital ID solutions
    for IOM.
  11. Provide coordination and assistance in carrying out administrative tasks necessary for the
    functioning of the Staff Protocol Unit, including preparation of budgets, assigning and monitoring
    of performance parameters, supervising the Administrative Assistant(s), evaluation of staff
    performance, interviews of candidates for job openings and evaluation of candidates.
  12. Coordinate and provide technical support in organizing internal and external meetings.
  13. Draft SOPs for Staff Protocol for incoming Professional and Higher category staff and GS
    category staff in Headquarters.
  14. Verify full compliance of administrative activities with IOM rules, regulations, policies and
    strategies, and implementation of any relevant internal standard operating procedures (SOPs).
  15. Assist in providing accurate information on statistics, as well as timely updates on circulars
    and official information relating to Staff Protocol matters.
  16. Perform such other duties as may be assigned.

Required Qualifications and Experience:

  • Bachelor’s degree in Business Administration or related fields from an accredited institution
    with four years of relevant professional experience; or,
  • High school diploma/certificate with six years of relevant experience.
  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
  • Prior work experience with international humanitarian organizations, non-government or
    government institutions/organization in a multi-cultural setting is an advantage;
  • Experience in administrative services or related area;
  • Experience in preparing clear and concise communications and coordination of administrative
  • Experience in working in a multilateral system, preferably UN context, with deep familiarity of
    the UN system, its secretariat, agencies, funds, programmes and organizations; working also
    closely with international agencies, NGOs and other stakeholders, and governments; and,
  • Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook,
    etc.), and web-based collaborative platforms like SharePoint and Microsoft Teams.
  • Attention to detail, ability to organize paperwork in a methodical way;
  • Discreet, details and clients-oriented, patient and willingness to learn new things;
  • Good communication skills, especially in a multilingual setting; advanced writing skills
    particularly important;
  • Knowledge of IOM/UN regulations, policies and procedures;

Classification : General Service Staff, Grade G6
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 20 June 2024

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 20 June 2024 at the latest, referring to this advertisement.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment
system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information please refer to:
Posting period:
From 07.06.2024 to 20.06.202


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