VN 2023/054 SV – Administrative Assistant G4 – RMU – OYFT

Vacancy Notice

Open to Internal and External Candidates

Position Title: Administrative Assistant

Duty Station: San Salvador

Classification: General Service Staff, Grade G4

Type of Appointment: One Year Fixed Term with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: November 30, 2023

Reference Code: VN2023/054 SV

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.

Context:

Under the overall supervision of the Senior Resource Management Officer (SRMO) and direct Supervision of the Senior Administrative Assistant the successful candidate will be responsible and accoun table for administrative task in coordination with Administration Unit and Human Resources:

Core Functions / Responsibilities:

• 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 arrange ments and prepare travel authorizations/claims for staff as required;
• Provide assist ance in the administrative processing of vacancy notices and consultant’s 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 and Experience

• 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.
• Proficient in Microsoft Office applications e. g. Word, Excel , PowerPoint, E -mail , Outlook;
• Attention to detail , ability to organize paper work 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

• Communication skills, teamwork, problem solving, integrity, customer service, clarity in speaking and writing .

Languages

Fluency in Spanish and English (oral and written)

Required Competencies

The successful candidate is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: respect s and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains highethical 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.

Core Competencies – behavioural indicators level 2

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.