Asistente Administrativo (RVA)

UN Atlas; Caracas; Presencial; VES 6.104.000 - 10.173.000; Jornada completa

Descripción de la vacante

The Administrative Assistant (RVA) supports the AVRR Unit in Caracas, providing essential clerical and administrative services. This role handles correspondence, data entry, records, and logistics for meetings and travel to ensure smooth operations in a humanitarian setting.

Under supervision, you will coordinate with relevant units, manage confidential information with discretion, and contribute to IOM's mission of assisting displaced individuals and promoting humane migration.

Formación

• High school diploma or equivalent with 3 years of relevant experience, or a Bachelor's degree with 1 year of relevant experience.
• Experience providing administrative support in an office setting.
• Experience handling confidential information.
• Experience in travel logistics and meetings is advantageous.

Responsabilidades

• Typing, formatting, and drafting routine correspondence.
• Manage incoming calls and visitors and respond to inquiries.
• Enter, retrieve, and update data in systems; maintain organized files.
• Support financial, travel and HR administrative transactions.
• Assist in organizing meetings, workshops and events; arrange facilities and travel.
• Ensure office supplies are available and equipment is maintained.

Conocimientos

MS Office proficiency

Organization

Time management

Attention to detail

Written and verbal communication

Discretion

Willingness to learn

Educación

High school diploma

Bachelor’s degree in business administration

Herramientas

Microsoft Office

Descripción del empleo

Organizational context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization leading efforts in migration management. It collaborates with various partners to promote humane and orderly migration, protect displaced persons, and facilitate legal pathways. The organization is committed to a respectful, inclusive, and supportive workplace. This role supports the Assisted Voluntary Return and Reintegration (AVRR) Unit.

Job purpose

The Administrative Assistant (RVA) will provide essential administrative and clerical support to the Assisted Voluntary Return and Reintegration (AVRR) Unit in Caracas, Venezuela. Working under the supervision of the Senior Operations Associate and in coordination with relevant units, this role is crucial for the efficient operation of the AVRR program. This role involves managing correspondence, data entry, record-keeping, and supporting logistical arrangements for meetings and travel. The purpose is to ensure smooth administrative processes, contributing to IOM's mission of promoting humane migration and assisting individuals on the move. This role is on a Special Short-Term contract until March 2027, renewable.

Responsibilities

The Administrative Assistant will perform a range of duties including typing, formatting, and drafting routine correspondence. They will manage incoming calls and visitors, respond to inquiries, and direct them appropriately. Key tasks involve entering, retrieving, and updating data in various systems, and maintaining organized office files and reference systems. The role includes initiating and tracking administrative transactions in financial, travel, and human resources systems. Additionally, the assistant will support the organization of meetings, workshops, and events by arranging facilities. Travel arrangements, including transport, logistics, and accommodation, will also be managed. Ensuring office supplies are available and equipment is maintained is required, along with performing other assigned duties.

Education

A high school diploma with three years of relevant experience is required. Alternatively, a Bachelor's degree in business administration or a related field from an accredited institution, coupled with one year of relevant professional experience, is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database.

Work experience

Required experience includes providing general administrative and clerical support in an office setting, organizing meetings and travel logistics, and maintaining filing systems and administrative records. Experience handling confidential information discreetly is essential. Prior work experience with international humanitarian organizations or governmental/non-governmental institutions in a multicultural environment is considered an advantage.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational and time management skills. Attention to detail and methodical approach to paperwork. Good written and verbal communication skills. Ability to maintain discretion and a client-oriented, patient demeanor with a willingness to learn.

Required languages

Spanish