Office Assistant 

IOM e1640270599709
International Organization for Migration (IOM)
Publikuar
29/03/2022
Skadon
17/04/2022
Lokacioni
Prishtinë
Kategoria
Lloji
Punë  

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Përshkrimi

CFA 2022/290303 

Open to Internal and External Candidates 

Position Title : Office Assistant
Duty Station : Pristina
Classification : General Service, UG
Type of Appointment : Special Fixed term, 6 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 17 April 2022 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading  UN agency in the field of migration, 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. 

Under the direct supervision of the Chief of Mission (CoM) in Kosovo and, in collaboration  with relevant units at Headquarters and the Administrative Centres, the successful  candidate will be responsible and accountable for managing the resources management  functions in Pristina office. 

Core Functions / Responsibilities: 

  • Arrange appointments for the supervisor, receive visitors, place and screen telephone calls  and respond to routine requests for information;  
  • Provide office, administrative and logistics support to meetings, committees, conferences,  etc.;  
  • Review, record, distribute and process incoming mail and correspondence; follow-up on  pending actions;  
  • 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;  
  • Proofread documents and format texts for accuracy, grammar, punctuation and style, as  well as for adherence to established standards;  
  • Initiate general administrative tasks in the computerized financial / travel / human resources  systems;  
  • Make travel and hotel arrangements and prepare travel authorizations/claims for staff as  required; 
  • Provide assistance in the administrative processing of vacancy notices and consultants'  contracts;  
  • 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,
  • Perform other duties as required. 

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 

  • Excellent communication and interpersonal skills including ability to work under time  pressure and meet deadlines.  
  • Ability to manage multiple responsibilities at once, effectively perform multiple tasks and  prioritize the tasks.  
  • Attention to detail, ability to organize paperwork in a methodical way;
  • Discreet, details and clients-oriented, patient and willingness to learn new things; 

Languages 

Fluency in English and Albanian and/or Serbian (oral and written). 

Required Competencies 

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 acrossunits  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 

Appointment will be subject to certification that the candidate is medically fit for appointment  and verification of residency, visa and authorizations by the concerned Government, where  applicable. 

This post is subject to local recruitment. Only persons holding a valid residence and work  permit for Kosovo will be eligible for consideration. 

How to apply: 

Interested candidates are invited to submit their applications – Personal History Form (klick  here to download) and Cover Letter to IOMPristinaApplications@iom.int by 17.04.2022  midnight at the latest, referring to CFA 2022/290303 in the subject line. 

In order for an application to be considered valid, IOM only accepts applications duly  completed. 

Only shortlisted candidates will be contacted. 

Posting period: From 29.03.2022 to 17.04.2022 

No Fees: 

IOM does not charge a fee at any stage of its recruitment process (application, interview,  processing, training or other fee). IOM does not request any information related to bank  accounts.