Under the overall supervision of the Deputy Director of the Office of Legal Affairs (LEG) and direct supervision of the Senior Legal Assistant in Headquarters, the Administrative Assistant (Office of Legal Affairs) will provide administrative support services and assistance to the Office of Legal Affairs.
Responsibilities:
Screen requests for appointments with senior legal management; maintain the relevant calendars; 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.
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.
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.
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 ensure smooth running and expedition of work within the unit.
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.
Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems.
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 SharePoint pages.
Perform such other duties as required.
Education:
High school diploma with five years of relevant professional experience.
University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Work Experience:
A minimum of three years (five years for completed high school/ secondary school education) of relevant demonstrated professional experience.
Experience in procurement processes.
Experience in organizing conferences and events.
Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable.
Experience dealing with deadlines and confidential information.
Experience in research and preparation/formatting of legal documents is desirable.
Experience dealing with high-level counterparts and diplomatic missions would be an advantage; and.
Knowledge of and work experience in IOM’s administrative procedures are desirable.
Skills:
Proficiency in electronic research of documents and legal materials.
Advanced knowledge of computer programmes (e.g. MS Office applications such as Word, Excel, SharePoint, etc.) and filing system.
Editing skills in English and French and/or Spanish would be an advantage.
Languages:
For this position, fluency in English and French are required (oral and written). Working knowledge of Spanish is highly desirable and working knowledge of another official UN language (Arabic, Chinese, or Russian) is an advantage.
IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
