Administrative Associate

The Administrative Associate will be responsible for local administrative tasks, assistance to project management, and logistical support to the Field Office. The role supports the delivery of assistance to vulnerable migrant populations and collaborating partners in San Cristobal, Venezuela.

Responsibilities

• 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.
• 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, perform other duties as required.

Requirements

• High school diploma with five years of relevant experience; or, Bachelor's degree in Business Administration, Public Administration, Accounting, Economics, International Relations, or related fields with three years of relevant professional 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, detail and client-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Fluency in Spanish is required (oral and written).

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Email Communication
• Outlook
• Document Organization
• Administrative Support
• Project Assistance
• Logistical Support
• Client Orientation
• Experience in Humanitarian Contexts
• Multi-cultural Work Experience
• Spanish Fluency

Languages

Spanish