SVN2025/020_ Administrative Assistant_ G4_ Gonaïves

Responsibilities and Accountabilities

1. Provide office, administrative and logistics support to meetings, committees, conferences.
2. Monitor office budget; obtain necessary approval and update budget related information.
3. Follow up on office and program’s procurement and financial needs, follow up on fleet.
4. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; 
5. Arrange appointments, meetings and field visits for programmes management, receive visitors, and respond to routine requests for administrative and logistics information;
6. Support administrative coordination of project implementation activities with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project. 
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Set up and maintain files/records; organize meetings, workshops and training sessions;
9. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
10. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
11. Perform other duties as required.

    Required Qualifications and Experience

    EDUCATION

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

      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,
      • Experience in liaising with governmental authorities, with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

        SKILLS

        • Ability to manage and coordinate the entire administrative process related to each activity
        • Ability to coordinate and cooperate with different units (Finance, HR, Supply) 
        • Ability to understand and proficiently apply IOM procedures
        • Demonstrate orientation to details and problem-solving skills and attitude 
        • Ability in data entry and reporting

           

          Languages[1]
          REQUIRED

          For this position, fluency in French and Haitian Creole is required (oral and written).

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          DESIRABLE

          Working knowledge of English.

          Competencies[2]

          The incumbent is expected to demonstrate the following values and competencies:

          • VALUES - All IOM staff members must abide by and demonstrate these five 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 - 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.

               

              [1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.

              [2] Competencies and respective levels should be drawn from the Competency Framework of the Organization.