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

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

In the framework of the situation regarding the migrants, asylum seekers and refugees across Greece, IOM Greece is establishing a pool of candidates interested to join the organization as soon as possible. The action ‘’Transfer of Third-Country National Asylum Seekers from Crete to Mainland Greece’’ funded by the National Development Program  under which the candidates will be selected shall contribute to the provision of targeted support to the National Authorities for the arrangement of sea and land transportation of third country nationals from the island of Crete. Therefore, IOM will capitalize on its extensive experience on the areas of movements so as to provide tailored support and interventions. 

Under the overall supervision of the National Cluster Coordinator and the direct supervision of the (Senior) Project Assistant, the successful candidate will be responsible for providing operational support for the arrangement of movements of third country nationals.                          

1. Follow up on administrative and financial activities, perform related administrative tasks and maintain accurate records of expenses, documentation, etc. related to the operations of the assigned facility.
2. Assist with the development and revision of project Standard Operating Procedures (SOPs), and operational guidelines for field staff, while providing technical support and ensure that support and guidance to IOM's implementing partners to ensure the consistent and harmonized application of project procedures and standards across all project activities.
3. Keep records of all deliverables completed at field level and ensure the timely submission of the documentation to the Project Coordination team.
4. Assist with the distribution of basic goods to the beneficiaries of the action. 
5. Assist in procurement procedures, prepare specifications for orders and purchase requests in IOM systems.
6. Conduct procurement procedures for low value items required.
7. Monitor Staff Attendance, Annual Leaves and ensures they are properly documented in IOM systems, supports field staff with relevant issues.
8. Monitors vendor performance for various services provided in the facilities (Catering, bus transportations), performs quality checks and communicates shortfalls with IOM office.
9. Perform such other related duties as may be assigned

• University degree from an accredited academic institution on social sciences and one year of relevant working experience will be an advantage; or 
• High school degree/certificate with at least three years relevant working experience. 

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

• Previous experience in a similar role preferred.
• Familiar with direct assistance to migrants and/or refugees preferred.
• Previous experience working with children preferred.
• Experience in working in a multi-cultural environment an advantage.

• Strong organizational, facilitation, communication, writing and presentations skills.
• Computer literacy in standard software applications (MS Office, etc). Certification of computer literacy will be an asset.
• Valid driver’s license with at least five years driving experience an advantage.
• Personal commitment, efficiency and flexibility.

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 Greek and English is required (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.

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

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