Administrative Associate (Shelter)

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.
  Context

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. The International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants. 

IOM Cyprus operates since 2020 the project Operation of Semi Independent Living Units for Unaccompanied Migrant Children which is fully funded by the Social Welfare Services of the Deputy Ministry of Social Welfare. Under this project since 2025 a new component has been added to set up and operate a 24 hour supervised emergency shelter provided to Unaccompanied children under 16 years offering specialized services.

Under the direct supervision of the Project Manager and in the framework of the accommodation services for unaccompanied migrant children under 16, the Administrative Associate (Shelter) will have the following duties and responsibilities:

1. Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.
4. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to facilitate smooth running and expedition of work within the unit.
5. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.
6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems.
7. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; and,
8. Perform other duties as required. Education
   • High school diploma with five years of relevant experience; or,
   • Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
     • 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. Skills
       • xxx Add in details xxxLanguages

         Fluency in English and Greek (written and oral) is required.

         Any other IOM official language is an advantage.

         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 wherever possible.
       • 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.Core Competencies – 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.
9. Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.