Administrative Assistant IC - Reserve list

Vacancy Notice 939

INTERPOL is the world’s largest international police organization, with 196 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. 

INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds, experiences, and perspectives. To achieve our Diversity goals, we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our mission. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.

Job Title: Administrative Assistant IC - Reserve list

Directorate: Innovation Centre (IC)
Reporting To: Head of unit
Location: Singapore
Type of contract: Project Fixed-term Contract
Duration (in months): 12.00
Grade: 7   
Number of post: Reserve list exercise
Level of Security screening:  Basic
Deadline for application: 8 May 2025 - 11:59 PM SGT

Conditions applying for all candidates

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.

Tests/interviews in connection to this selection procedure will take place approximately 3 to 4 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly, in case they are short-listed.

This selection exercise will be used to generate a reserve list of suitable candidates that may be used to address Organization's similar staffing needs in the future.

INTRODUCTION OF POST

The post holder will provide, under the responsibility of the hierarchy (Head of Unit or similar), the overall follow-up related to the preparation of specific projects, files, activities which comes under the responsibility of Office.

The incumbent will also be responsible for providing timely, efficient, and quality administrative and secretarial assistance to the Assistant Directors or Directors and other officials to the assigned perimeter.

PRIMARY DUTIES

DUTY 1

• Provide administrative assistance to the Directorate and ensure the efficient preparation and administration of specific projects/files/activities, in compliance with the established time schedule and according to deadlines. Afterwards, provide the regular follow-up and reporting to his/her hierarchy regarding the implementation of the specific files/projects/activities.
• Provide logistical support in the organization of missions, meetings, and events and assist his/her hierarchy in the management of the day-to-day activities.
• Treat and trace all incoming and outgoing document and mail in the assigned perimeter.
• Be responsible for receiving, recording, processing and disseminating information received, and conduct appropriate follow-up.
• In collaboration with other Assistants, suggest ways to improve administrative procedures within the Sub-Directorates when appropriate, and ensure the implementation of administrative instructions.

DUTY 2

• Assist in the management, development and follow-up of the requests coming from other units and Directorates. Follow-up as required with Sub-Directorates, Directorates, and other departments to ensure that action is taken in a timely and effective manner.
• Collect, compile, format and provide reporting of data as requested by the hierarchy. This includes requests for contributions to prepare for missions, weekly/monthly reports and Dashboards, and ad-hoc reports.
• Ensure deadlines for forwarding requested information are met.

DUTY 3

• Upon request, manage purchase requisitions.
• Control and optimize, when necessary, the information transmitted by the issuers of purchase requests before validation by management.
• Create purchase orders in the purchasing system and acknowledge receipt of goods after verifying with the teams concerned that the ordered equipment or service has been delivered. Update as needed the tracking of financial transfers and purchase orders.
• May be required to replace other administrative staff.

Perform any other duties as required by the hierarchy.

REQUIREMENTS

Training/Education required

• At least two year’s University education in a relevant area.

Experience required

• At least two years’ experience in administrative/secretarial posts.

• Demonstrated knowledge of an ERP, business intelligence, and office software.

• Experience in an International Organization would be an additional asset.

• Experience in research roles is desirable.

• Existing knowledge of innovation strategies, technologies, techniques, and developments is desirable.

• Proficiency in presentation software, web-publishing tools, and/or the ability to conceptualize and design databases according to the needs of the unit would be considered an asset.
• A good working knowledge of INTERPOL is desirable.

Languages

• Fluency in English is required.
• Proficiency in a second official working language of the Organization (French, Arabic or Spanish) would be an additional asset.
• Working knowledge of any other language would also be an asset.

Specific skills required

• Excellent command of office software.
• Excellent organizational and problem-solving skills.
• Ability to react quickly and adapt to changing circumstances.
• Ability to work in an autonomous way and show proactive attitude.
• Team-work oriented.
• Ability to cope with sudden increases in workload (occasional overtime based upon workload).
• Discretion, diplomacy, tact, rigor.
• Attention to detail and organizational skills.
• Sense of initiative.
• Flexibility.
• Strong communication skills, both oral and written form, with the ability to synhesize.
• Displaying personal and professional maturity.
• Ability to work under pressure, with discipline and high degree of self-motivation.
• Ability to use innovative thinking to develop unique solutions.
• Posessing good social skills, particularly in a multicultural environment.
• Ability to develop and maintain professional networks. 
• Possesing good listening skills.