VN2025/010 - Expedited Recruitment - Office Administrative Services Associate

Vienna

  • Organization: IOM - International Organization for Migration
  • Location: Vienna
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Legal - Broad
  • Closing Date:

Job Description

This is an expedited recruitment process open only to internal candidates and former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external candidates; their applications will not be considered.

Under the direct supervision of the Regional Supply Chain Officer and the overall supervision of Deputy Regional Director, Management, the Office Administrative Services Associate will be accountable and responsible for providing office administrative support and common services relating to office administration, office upkeep and maintenance and logistical support in IOM Regional Office in Vienna.

Responsibilities

  1. Coordinate and monitor the overall Office support common services matters within RO Vienna Office regarding office administration and logistical functions.
  2. Ensure the office premises are well-maintained covering the general maintenance, office equipment, housekeeping, payment of utility charges, in coordination with Supply Chain Unit, Finance and Building Management.
  3. Provide support and procedural guidance, if necessary, on procurement and administrative matters.
  4. Act as a focal point to innitiate and record Purchase Request Forms (PRF) within RO for Supply Chain / Finance verifications and management approvals; ensure that the documents are registered properly.
  5. Support the Supply Chain and ICT Units with the needs assessment of office furniture, other assets and equipment to ensure that it is well maintained and in good condition. Report immediately to the responsible unit for any items that require attention.
  6. Supervise Office Cleaner/s on their daily tasks. Monitor the works of housekeeping and upkeep and coordinate with respective building management team that require attention.
  7. Provide office, administrative and logistics support to meetings/conferences convened by the RO.
  8. Liaise with local vendors and other local partners as required.
  9. Assist in preparing reports, presentations, and other documentation as required.
  10. Act as Driver when needed and ensure the upkeep and maintenance of the Office Vehicle.
  11. Perform any other duties that may be assigned.

Qualifications

Education
  • University Degree in Business Administration, Public Administration, Office Management Economics, Social Sciences or any related field of study with at least three (3) years of relevant professional experience in office administration or other related field of work; or,
  • Completed High School degree from an accredited academic institution, with five (5) years of relevant professional experience in office administration or other related field of work.
  • Valid national driver’s licence.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
 
Experience
  • Experience in effectively applying specialized knowledge of logistics to timely source goods and services.
  • Experience in effectively working with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.
  • Familiarity with IOM’s administration and project coordination functions is an advantage.
  • Prior work experience with the UN system or an international humanitarian organization, non-government or government institutions/organizations in a multi-cultural setting is an advantage.
Skills
  • Computer literacy including proficiency in MS Office applications and the ability to work with telecommunication systems (telephones, fax machines, switchboards etc).
  • Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
  • Excellent written and spoken communications skills; strong interpersonal and intercultural skills, ability to work in a multi - cultural environment and effectively collaborate within teams.
  • Strong analytical, planning and people management skills; ability to balance conflicting demands.
  • Attention to Detail.
  • Knowledge of customer service principle and practices.
  • Ability to work with minimum direct supervision and under own initiative.
Languages
  • For this position, fluency in English and German is required (oral and written).
  • Working knowledge of any other language of the region 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 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.
Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)
  • Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
  • Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
  • Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
  • Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
  • Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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.
  8. Only shortlisted candidates will be contacted.
  9. This is an expedited recruitment process open only to internal candidates and former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external candidates; their applications will not be considered.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-5
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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