Position Title: Admin & Human Resources Assistant
Duty Station: IOM, Washington, DC United States
Classification: Grade G5 (1 position)
Type of Appointment: Fixed term, one-year contract with possibility of extension, Full-Time (100%) Appointment is subject to funding confirmation.
Eligibility: US citizens and residents only (work visa or authorizations not permitted) Estimated Start Date: As Soon As Possible
Salary: $5,508.33 (Monthly)
Under the overall supervision of the National Human Resources Officer in Washington DC and direct supervision of the Senior Administrative Assistant; the Administrative Assistant will be responsible and accountable for the performance of the following activities related to the administrative support functions for the IOM office in Washington DC:
Responsibilities
1. Arrange appointments for the Chief of Mission, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Coordinate office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and email correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/routine correspondence and other communications; 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. Coordinate global G4 visa requests for staff members traveling on duty to the United States by preparing letters of accreditation, contacting US consulates overseas, providing the requestors with a list of requirements, and following up as necessary.
7. Assist local staff members travelling abroad to apply for visas in Washington DC by contacting consulates and inquiring about requirements.
8. Coordinate the renewal of G4 visa applications for staff members and their family member’s Employment Authorization Request and Social Security application.
9. In coordination with the HR unit register and deregister all the United States staff members with the Office of Foreign Missions (OFM) and keep a tracker system including start dates, end dates, IDs assigned, change of address, positions, among others.
10. Monitor and Process the request for UN laissez-passer issuance or renewal.
11. Monitor and Process general administrative tasks such as Purchase Requisitions, Request for Payment, OIPA, using the financial / travel / human resources systems;
12. Coordinate travel and hotel arrangements for and prepare Travel Requests for the Chief of Mission as required;
13. Coordinate, create and monitor hotel reservations and letters of invitation for visitors, consultants, or staff arriving to the mission on STA when required. Ensure that files and records for all issued travel authorizations are complete and with adequate supporting documents.;
14. Assist in Coordination of Recruitment and HR Activities: Support hiring managers with all stages of the recruitment process, including drafting Terms of Reference, posting Vacancy Notices, screening applications, preparing interview protocols, and conducting reference checks. Coordinate pre-employment activities such as Entry On Duty (EOD) documentation, medical exams, insurance enrollment, induction sessions, and security briefings. Manage PRISM HR roles, ensuring data accuracy, and assist in personnel actions, HR events, staff development, and compliance with the Staff Evaluation System. Provide HR guidance and training to staff, identify areas for improvement, participate in HR working groups, and maintain systematic archiving systems;
15. Create and maintain information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists, holidays, emergency contact numbers and other information; and maintain electronic and paper files for all staff according to the standard rules; and,
16. Perform other duties as required
Qualifications

• Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience; or
• High School degree with four years of relevant professional experience.

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

• Prior experience working with international humanitarian organizations, non-government or government institutions/ organizations in a multi-cultural setting is an advantage.
• Strong experience in the usage of office software packages (MS Word, Excel, Microsoft Lists, etc.) and knowledge of spreadsheet and data analysis; and,
• Experience in performing administrative task and implementing control procedures.

• Proficient in Microsoft Office applications e.g. Word, Excel, Power Point, Outlook; Teams, Microsoft List
• Knowledge of SAP and/or ORACLE is desirable.
• Excellent communication, interpersonal and writing skills.
• Ability to work under tight timelines.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Attention to detail, ability to organize paperwork in a methodical way; and
• Discreet, details and clients-oriented, patient and willingness to learn new things.

• IOM’s official languages are English, French and Spanish.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
- 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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

–Core Compentencies- 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

• 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.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• 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 online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
Job Type: Full-time
Pay: $5,508.33 per month
Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Work Location: Hybrid remote in Washington, DC 20036