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 candidates are considered first-tier candidates. 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. IOM has been operating in Papua New Guinea (PNG) since 2001, working on complex emergencies, providing humanitarian relief, and building capacity of the Government. Operating through its head office in Port Moresby and field offices throughout the country, IOMโs programmes focus on disaster management, emergency preparedness and response, counter-trafficking in persons, assisted voluntary return and reintegration, migration and border management, migration health and integration.ย ย Context
The Admin and Executive Assistant ย will work under the direct supervision of the Chief of Mission (CoM) in Papua New Guinea and overall supervision of the Head of Resources Management; and, in collaboration with relevant units, the successful candidate will be responsible and accountable for providing administrative and secretarial support functions in Port Moresby, and to the Sub-Offices.
Screen requests for appointments with the CoM, maintain the CoMโs calendar, confirm mutually convenient schedules, arrange appointments, receive visitors, screen telephone calls, and respond to queries and correspondence, often of a sensitive, confidential, or technical nature. Regularly update and circulate internal/external telephone directories and mailing lists of UN agencies, embassies, government agencies, etc. Set up, maintain, and organize office files and reference systems according to established standard operating procedures. Support the organization and administration of meetings, workshops, and events. Arrange flight bookings and organize transport logistics and accommodation with the concerned IOM Missions and Units. Assist colleagues with e-filing when requested. Create and edit vendor accounts in the system. Create OIPAs for staff and non-staff in the system. Provide clerical assistance for the smooth operation of Human Resources processes and activities in the office. Assist in recruitment processes, including but not limited to circulating vacancy announcements, contacting candidates, supporting reference checks, etc. Assist in drafting and formatting letters, memos, employment certificates, and other HR-related correspondence as directed. Liaise with relevant government authorities regarding the issuance of visas and permits for staff and official visitors. Perform various administrative duties, including contract extensions for interns and hourly staff. Perform other duties as assigned. Education High School diploma with five years of relevant experience; or, Bachelor's degree in business administration or related field from an accredited institution with three years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. ย Experience Attention to detail, ability to organize paperwork in a methodical wayย Discreet, details and clients-oriented, patient and willingness to learn new thingsย Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.ย Skills Proficiency in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook Languages Fluency in English both oral and written at working level is required. Local Pidgin (ToK Pisin) is required. IOMโs 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. ย Required Competencies ย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process. ย 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 Competencies โ 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 Organizationโs 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. 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 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