GENERIC POST DESCRIPTION

I. Position Information

Position title: Administrative or Office Assistant

Position grade: UG

Duty station: San Salvador, El Salvador

Job family: RMU

Organizational Unit: Human Resources

Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? El Salvador

Position rated on: Not applicable – Pre-classified

Reports directly to: Senior Administrative Coordinator / Senior Resource Management Support

Number of Direct Reports: Not applicable

II. Organizational Context and Scope

Under the overall supervision of the Senior Resource Management Officer (SRMO) and Human Resources Officer, direct Supervision of the Senior Administrative Coordinator the successful candidate will be responsible and accountable for administrative task in coordination with Administration Unit and Human Resources.

III. Responsibilities and Accountabilities

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants’ contracts;
9. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
10. Perform other duties as required

IV. Required Qualifications and Experience

Education

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

Experience

• 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

Microsoft office, proficient in excel, communication skills, teamwork, problem solving, integrity, customer service, clarity in speaking and writing.

V. Languages

Required: Fluency in Spanish and English

VI. 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 wherever possible.
• 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.

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.