Senior Administrative Assistant

vor 2 Monaten

Berlin, Deutschland International Organization for Migration Vollzeit

Position Title **:Senior Administrative Assistant**

Duty Station **:Berlin, Germany**

Reference Code **:VN-DE1-2023-14**

Classification **:General Service Staff, Grade G6**

Type of Appointment **:One Year Fixed-Term Contract - 12 Months (40hrs/week),**
**with possibility of extension**

Estimated Start Date **:01 September 2023**

Closing Date **:25 July 2023
Established in 1951, IOM is the leading inter-governmental organization in the field of
migration and 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 and direct supervision of the Director, Global Data Institute (GDI); and, in
close collaboration with relevant units from the Displacement Tracking Matrix (DTM), Global
Migration Data Analysis Centre (GMDAC), Headquarters, the Administrative Centres and the
supporting the resources management functions of the Global Data Institute (GDI).

**_Core Functions / Responsibilities: _**

1. Assist GDI director with time-, workflow-, and relationship management.
- Screen requests for appointments with GDI director; maintain supervisor’s

calendar; confirm mutually convenient schedules and arrange appointments;
respond to queries and correspondence, often of a sensitive, confidential or
technical nature;
- Perform a variety of administrative duties, e.g. leave and attendance recording;
coordinate with other units the smooth running and expedition of work within
the unit;
- Review, record, distribute and process incoming mail and correspondence;
follow-up on pending actions; prepare draft responses to a wide range of
correspondence and other communications, often requiring knowledge of
technical terminologies and/or detailed office procedures; carry out quality
control functions for outgoing documents; proofread texts for adherence to
format, grammar, punctuation and style;
2. Support Director representation and priorities:

- Prepare talking points and presentations for the GDI Director on various
- Coordinate office support services for GDI meetings, and special projects and

events; attend meetings, prepare minutes, monitor follow-up activities; make
arrangements for formal editing, translation, etc., of documents and
publications;
3. Support administration-related reporting and approvals of Director:

- Scrutinize all documents that require the GDI Director’s approval and signature

by monitoring that complete background information is readily available;
- Work closely with DTM and GMDAC Teams to support a timely and accurate

submission of donor reports in line with signed agreements;
- Travel: Serve as Administrative Assistant to the GDI Senior Team Leads (GDI

Director, DTM Global Coordinator and Chief of GMDAC) and the DTM/REMAP
Project Manager including preparation of travel requests thru the Online Travel
App (OTA) as well as submission of travel expense claims (TEC);
- Support DTM/REMAP Team’s Administrative Assistant focusing but not limited
to following up various resource management activities related to procurement,
human resources, travel expense claims, accounting, among others;
4. Perform other duties as required.

**_Required Qualifications and Experience
- **

**Education**

High school diploma with six years of relevant experience; or,
Bachelor’s degree in Business Administration or related fields from an accredited institution
with four years of relevant professional experience.

**Experience
- Experience in IOM administrative and financial management, budget monitoring and

internal control procedures.
- Experience in the usage of office software packages (MS Word, Excel, etc.) and

knowledge of spreadsheet and data analysis.
- Experience in office management in a multicultural setting.
- Prior work experience with international humanitarian organizations, non-government

or government institutions/organization in a multi-cultural setting is an advantage.

**Skills**

the Organization.
- Knowledge of UN and bilateral donor programming.
- Attention to detail, ability to organize paperwork in a methodical way.
- Discreet, details and clients-oriented, patient and willingness to learn new things.

**Languages**

External applicants for all positions in the Professional category are required to be proficient
in English and have at least a working knowledge of one additional UN Language (Arabic,
Chinese, French, Russian, or Spanish).For all applicants, fluency in German is required (oral
and written).
For all applicants, fluency in German is required (oral and written).
Working knowledge of French and/or Spanish is an advantage.

**_Required Competencies _**

The incumbent is expected to demonstrate the following values and competencies:
**Values
- Inclusion and respect for diversity: respects and promotes individual and cultural

differences; encourages diversi

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