Administrative Assistant

International Organization For Migration – Canberra ACT Open to Internal and External Candidates Position Title : Administrative Assistant (RMU) Duty Station : Canberra, Australia Classification : General Services Staff, Grade G-3 Type of Appointment : One Year Fixed Term with possibility of extension Estimated Start Date : As soon as possible Closing Date : 30 November 2025 Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates. Context Under the overall supervision of the Head of Resource Management and the direct supervision of the Senior Compliance and Monitoring Coordinator, the incumbent will perform the following duties. Core Functions / Responsibilities Provide general/clerical assistance to the Resources Management Unit, including maintaining electronic and physical records, handling correspondence, and performing routine documentation and data entry tasks. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format. Set up and maintain office files and reference systems according to standard procedures. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems. Assist in tracking payment requests and follow up with relevant units to support timely processing, using established formats and procedures. Assist in gathering and organizing supporting documents for transactions, including those requested for review, checking completeness and accuracy based on standard checklists and established procedures before submission to the supervisor. Support the organization of meetings, workshops and training sessions. Perform other duties as required. Required Qualifications and Experience Education High school diploma with three years of relevant experience; or, Bachelor’s degree in Business Administration, Accounting, Finances, or related fields from an accredited academic institution with one year of relevant professional experience. Experience Experience in administrative or clerical work. Good knowledge of Microsoft Office applications e.g. Word, Excel, PowerPoint, and Outlook. Attention to detail and ability to maintain accurate records and organized files. Previous experience in an international or multi-cultural environment is an advantage. Skills Basic knowledge of office procedures and financial documentation. Discreet and careful when handling confidential information. Good communication and interpersonal skills. Ability to maintain organized records and follow established procedures. Willingness to learn and adapt to new systems and processes. Languages 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. For this position, fluency in English is required (oral and written). 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 wherever possible. 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 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 action and delegated work. Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way. Other Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. 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. 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. 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. 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. 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. 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. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies . How to apply For external candidates, please submit your applications through the IOM online recruitment system (please find the link below) by 30 November 2025 at the latest. For internal candidates, please apply via WAVE by 30 November 2025 at the latest. Only shortlisted candidates will be contacted. #J-18808-Ljbffr