-Position Title Administrative Assistant
-Position Grade G.4
-Duty Station Tegucigalpa, Honduras
Organizational Context and Scope
Under the direct supervision of the Chief of Mission (CoM) and in coordination with the Heads of the Country Office units, the incumbent will provide executive and administrative, operative, logistics support with a high level of discretion and confidentiality to the Chief of Mission, contributing to the efficient operation of the Office of the Chief of Mission.
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Responsibilities and Accountabilities
- Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
- Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
- Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
- Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
- Initiate general administrative tasks in the computerized financial / travel / human resources systems;
- Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
- Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
- Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
- Perform other duties as required
Required Qualifications and Experience
EDUCATION
- 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;
- Experience providing executive or administrative support to senior managers or officials.
- Experience in coordinating meetings, travel arrangements, correspondence, and other executive support functions.
- 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
- Confidentiality and Integrity
- Planning and Organizational Skills
- Communication and Interpersonal Skills
- Attention to Detail
- Client Orientation
- Ability to Prioritize Workload
- Proficiency in Microsoft Office applications
Languages
IOM’s official languages are English, French, and Spanish.
- REQUIRED
For this position, fluency in Spanish is required (oral and written).
- DESIRABLE
Working knowledge in English
Competencies
The incumbent is expected to demonstrate the following values and competencies:
VALUES - All IOM staff members must abide by and demonstrate these five 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 – 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.
To apply : View the external job posting