Administrative Assistant

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Under the overall supervision of the Director, Coordination Office for the Mediterranean, Chief of Mission for Italy and Malta, the direct supervision of the Resources Management Officer and in close coordination with the Project Manager, the incumbent will be responsible and accountable for the performance of the financial and administrative functions of the Mission in Malta.

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.

• 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.

   

Accredited Universities are those listed in the UNESCO World Higher Education Database.

• 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. 

   

• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,

• Knowledge of UN and bilateral donor programming.

• Knowledge of financial rules and regulations.

• Knowledge of International Public Sector Accounting Standards (IPSAS).

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

Desirable Language: Maltese (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Please refer to this link for guidance on IOM Job Category.

Only persons holding a valid residence and work permit for Malta will be eligible for consideration.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies