Administrative Associate

The Valencia Digital Center of Excellence is newly established and is located at the UN Base. There is a growing demand for a highly motivated and proactive administration and Human Resources (HR) processing support, to serve the growing number of staff stationed in Valencia. IOM Information and Communication Technology (ICT) therefore is seeking a dedicated resource to provide day-to-day liaison with the base, support HR functions, Common Services, and take a lead in asset management (physical and system) in Valencia. 

The Administrative Associate will work under the overall supervision of the Chief Infrastructure and Operations Unit, based in Valencia and the direct supervision of the Human Resources Business Partner ICT and in close coordination with the Senior ICT Officer (Business Relations Management, Finance), and in cooperation with other colleagues from the management team in the Department.

The Administrative Associate will be part of the new Strategy, Risk Management and Governance team and will provide day to day support to the team in various functions to include logistics and administration, visa support, shipping and delivery, assets management, office and events management. Specifically the role will be responsible for the duties below. 

Responsibilities:

• Serve as the primary point of contact between the UN base in Valencia and IOM Headquarters (HQ), on a day to day basis including maintaining and updating the emergency contact list for all staff in coordination with relevant authorities.
• Assist ICT teams in Valencia with logistics and administrative tasks in coordination with the Senior Administrative Assistant in Geneva. Duties include organizing meetings, booking conference rooms, managing office booking systems, confirming schedules, arranging appointments, receiving visitors, and facilitating Travel Requests for new consultants and staff.
• Provide support to new hires requiring visas, coordinating with the United Nations Information and Communication Technologies facility located at the UN base, and Ministry of Foreign affairs for visa accreditation and related services.
• Support the onboarding process for new hires by providing welcome packs, new hire support and materials, coordinating the buddy system, and offering day-to-day administrative support.
• Ensure the availability of office supplies, coordinate office requirements for new hires, and tracking of office equipment.
• Support the organization and administration of meetings, workshops, and events, including arranging meeting rooms, logistics, and travel.
• Provide guidance and assistance to staff members for the timely shipment and delivery of personal property, coordinating with vendors for efficient service delivery.
• Track and manage the lifecycle of official assets from acquisition to disposal, ensuring accurate records, compliance with policies and regulations, and working with vendors to provide status reports.
• Perform other duties as required to support the IOM Center’s mission and operations.

Qualifications:

Education:

• University degree in HR, Management, Behavioral Sciences, Business, Information Technology (IT) or a related field; from an accredited academic institution with three years of relevant experience; or
• Completed High school/ Secondary school education with five years of relevant experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience:

• Familiarity with Non-Governmental Organizations (NGO), Development Agency or UN processes, recruitment processes is a strong plus;
• Strong oral and written communications and presentation skills with client-serving attitude;
• Experience working in an extremely fast-paced, high-volume environment;
• Demonstrated organizational skills and ability to “make things happen”; ability to organize large volumes or work and set priorities under conflicting pressures;
• Professional integrity, willingness and flexibility in all aspects of HR work; and,
• Self-starter, multi-tasker and team player.

Skills:

• Ability to quickly learn the objectives, structures, operations and policies of a new business area.
• Proven interpersonal skills and an ability to influence senior leaders and peers;
• Demonstrates effective application of knowledge and understanding of project and quality disciplines;
• Excellent verbal and written communication skills and the ability to interact professionally with a diverse group, executives, managers and subject matter experts; and,
• Good organizational and administrative skills.

Languages:

• IOM’s official languages are English, French and Spanish.
• For this position, fluency in English and Spanish are required (oral and written).
• Working knowledge of French and another UN language (Arabic, Chinese, English, and Russian) is an advantage.
• Proficiency of languages required will be specifically evaluated during the selection process, which may include written and or oral assessments.

Source: https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/12712