Administrative Assistant (CAD) – Consultant at International Organization for Migration (IOM)

RESPONSIBILITIES AND ACCOUNTABILITIES

Tangible and measurable outputs of the work assignment

• Assist in preparation and execution of Climate Action Division (CAD) events such as conferences and workshops, including logistical arrangements, preparation of invitation documents, purchase requests and track progress towards deadlines, alerting supervisor when there are bottlenecks.
• Support in note taking and drafting reports from internal and external CAD related meetings and events.
• Make travel and hotel arrangements for staff and external delegates for CAD events and track the status of preparations.
• Support coordination with CAD focal points from IOM country offices in planning regional events.
• Assist in monitoring success of events and identifying good practices, challenges and lessons learnt.
• Support in CAD knowledge management including maintaining databases such as SharePoint and ensure they are up to date.
• Support the CAD team in gathering/collating information related to studies and research as needed.
• Support any other tasks assigned

Performance indicators for the evaluation of results

• Successful events with timely arrangements of documents, logistics, procurement processes and other areas of work.
• Provides quality notes and report drafts based on IOM reporting guidelines.
• Gathers and provides information and information management in a clear and concise manner.
• Demonstrates ability to work proactively and demonstrates willingness to learn the IOM processes and the MECC thematic area.
• Professional, clear and timely communication with the CAD team and relevant stakeholders

COMPETENCIES

The incumbent is expected to demonstrate the following values and competencies:

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 – 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.

EDUCATION AND EXPERIENCE

• High school diploma with three years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with one year of relevant professional experience
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint,Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Ability to work effectively in a team of colleagues of varied cultural and professional backgrounds.
• Self-paced, excellent communication, organizational skills and able to meet tight deadlines, particularly if working remotely.
• Proven ability to produce quality work accurately and consistently according to set deadlines.
• Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a diverse team.
• Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines, and working with minimal supervision