Administrative and Office Assistant
- International Organization for Migration
-
Elanın qoyulma tarixi: 26.07.2023Vakansiyaya müraciət tarixi bitmişdir.
İşin təsviri
Responsibilities and accountabilities:
- Complete a broad variety of administrative tasks for the IOM, including but not limited managing appointments, meetings, and travels, in close coordination with Regional Office Vienna;
- 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. arranging 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.
Education required:
- 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.
Experience required:
- 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; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills required:
- Knowledge of protocol is must
- Computer literacy in standard software applications
- Strong organizational, facilitation, communication skills
- Effective and professional work with vendors and service providers
Languages:
Fluency in Azerbaijani and English is required. Russian (intermediate) is an advantage.
Values:
VALUES - All IOM staff members must abide by and demonstrate these five 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 action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Other:
Any offer made to the candidate in relation to this notice is subject to funding confirmation. Appointment will be subject to certification that the candidate is medically fit for appointment.
How to apply:
Interested candidates are requested to submit their Curriculum Vitae (CV) with Motivation Letter in English by indicating name of the position applied with its CFA number in the subject line of the e-mail by the end of 30 July 2023.
Please note that only applications with required documents will be reviewed and only shortlisted candidates will be contacted.
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