Administrative Assistant at International Organization for Migration (IOM)

Core Functions / Responsibilities:

In particular he/she will:

• Provide administrative and secretarial support to the Regional Legal Hub and the Department of Legal Affairs in Headquarters, including preparation and follow-up actions related to meetings and travel (travel authorizations, flight and hotel reservations, travel claims), organizing conference calls, participating in meetings and preparing minutes.
• Support the Regional Legal Hub and the Department, in coordination with the Senior Legal Assistant, with its internal knowledge management and archiving systems to ensure consistency and continuity in providing legal advice, including maintaining the electronic and hard copy files and records.
• Assist the Senior Legal Assistant with the maintenance of the Department’s intranet/internet pages, the access and retrieval of information and records from relevant departmental databases.
• Assist in editing, proofreading and finalizing official notes verbales, correspondence, legal and other documents for signature and approval.
• Receive all incoming requests and queries addressed to the Regional Legal Hub and provide assistance in monitoring other departmental mailboxes, as needed.
• Perform such other duties as may be required.

Required Qualifications and Experience

Education

• University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience; or,
• Completed High School/Secondary school education with five years of relevant professional experience.

Experience

• A minimum of three years (five years for completed high school/ secondary school education) of relevant demonstrated professional experience.
• Experience in procurement processes.
• Experience in organizing conferences and events.
• Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable.
• Experience dealing with deadlines and confidential information.
• Experience in research and preparation/formatting of legal documents is desirable.
• Experience dealing with high-level counterparts and diplomatic missions would be an advantage.
• Knowledge of and work experience in IOM’s administrative procedures are desirable.

Skills

• Proficiency in electronic research of documents and legal materials.
• Advanced knowledge of computer programmes (e.g. MS Office applications such as Word, Excel, SharePoint, etc.) and filing systems.
• Editing skills in English, French and/or Spanish would be an advantage.