Administrative Assistant

IOM - UN Migration; Caracas; Presencial; VES 15.136.000 - 21.190.000; Jornada completa

Descripción de la vacante

The IOM Administrative Assistant (RVA) in Caracas provides essential clerical and administrative support within the Assisted Voluntary Return and Reintegration (AVRR) Unit. The role involves handling correspondence, arranging meetings and travel, maintaining records, and ensuring smooth office operations.

Fluency in Spanish is required; English and/or other languages are an asset. A high school diploma with relevant experience or a Bachelor's degree is required.

Formación

• High school diploma or equivalent with relevant experience
• Bachelor's degree in business administration or related field with relevant experience
• Experience providing general administrative and clerical support
• Experience organizing meetings, travel arrangements and logistics
• Experience maintaining filing systems and administrative records
• Experience handling confidential information with discretion
• Prior work with international humanitarian organizations is an advantage

Responsabilidades

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units.
• Enter, retrieve, structure and update information from various sources; present results in standard format.
• Set up and maintain office files and reference systems according to standard procedures.
• Initiate, view and track administrative transactions in computerized financial/travel/HR systems.
• Support the organization and administration of meetings, workshops and events (arranging meeting rooms and facilities).
• Assist with arranging travels: organize transport, logistics, accommodation, documents.
• Ensure availability of office supplies and maintenance of office equipment.
• Perform other duties as required.

Conocimientos

MS Office proficiency

Attention to detail

Discreet and client-oriented

Organizational and time management

Written and verbal communication

Educación

High school diploma with three years of relevant experience

Bachelor's degree in business administration or related field

Descripción del empleo

Asistente Administrativo (RVA)

Duty Station City: Caracas

Duty Station Country: Bolivarian Republic of Venezuela

Grade: UG

Contract Type: General Service

Vacancy Type: Special Vacancy Notice

Initial duration: until 13 March 2027 (renewable)

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

Job Description

Position Title: Asistente Administrativo (RVA)

Duty Station City: Caracas

Duty Station Country: Bolivarian Republic of Venezuela

Grade: UG

Contract Type: Special Short-Term

Recruiting Type: General Service

Vacancy Type: Special Vacancy Notice

Initial duration: until 13 March 2027 (renewable)

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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 supervision of the Senior Operations Associate; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Administrative Assistant will provide administrative and clerical functions in the Assisted Voluntary Return and Reintegration (AVRR) Unit.

Responsibilities

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
• Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;
• Set up and maintain office files and reference systems according to standard procedures;
• Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems;
• Support the organization and administration of meetings, workshops and events (e.g. arraging for meeting rooms and other facilities).
• Assist with arranging for travels: organize transport, logistics, accommodation, documents;
• Ensure availability of office supplies and appropriate maintenance of office equipment; and,
• Perform other duties as required.

Qualifications

Required Qualifications and Experience

Education

• 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.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience providing general administrative and clerical support in an office environment.
• Experience organizing meetings, travel arrangements and logistics.
• Experience maintaining filing systems and administrative records.
• Experience handling confidential information with discretion.
• 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, 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.
• Strong organizational and time management skills.
• Good written and verbal communication skills.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in spanish is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process.

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

• 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.

Notes

• IOM only accepts duly completed applications submitted through the IOM e-Recruitment system
• Only shortlisted candidates will be contacted.
• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• IOM does not charge a fee at any stage of its recruitment process.
• This vacancy is only available for local citizens or foreigners with right of residence and right to work in the country.
• For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies