Exciting Opportunity: IOM Hiring Senior Administrative Assistant with Attractive Salary

Exciting Opportunity: IOM Hiring Senior Administrative Assistant with Attractive Salary 2025

• Job Identification: 16842
• Title: Senior Administrative Assistant
• Posting Date: 10/08/2025, 04:39 PM
• Locations Brasilia, BR
• Apply Before: 10/18/2025, 04:59 AM
• Degree Level: Bachelors or Equivalent
• Job Schedule: Full time
• Job Shift: Day
• Contract Type: Special Short term ungraded (Up to 9 months)
• Vacancy Type: Call for Applications
• Recruiting Type: General Service
• Grade: UG
• Alternative Required Language 1: Spanish

The International Organization for Migration (IOM) is offering an exciting opportunity for a Senior Administrative Assistant in 2025. Join a global team supporting migration management and humanitarian initiatives while enjoying a competitive and attractive salary package.
Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position. The incumbent will be under the overall supervision of the Head of Programmes and the direct supervision of the National Programme Officer.

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Responsibilities

1.    Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention;
2.    Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines;
3.    Arrange appointments and duty travels, maintain supervisor’s calendar and receive visitors;
4.    Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions;
5.    Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines and other requests;

6.    Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress;
7.    Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
8.    Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language;
9.    Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems;
10.    Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and solve operational problems as required;
11.    Ensure the initiation of a variety of transactions in the organization’s computerized administrative systems;
12.    Perform other duties as required.

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Requirements

Education

•    High school diploma with six years of relevant experience; or,
•    Bachelor’s degree in business administration or related fields from an accredited institution with four years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

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, details and clients-oriented, patient and willingness to learn new things; and,
•    Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

•    Excellent written, verbal, communication, and presentation skills in Portuguese, English, and Spanish;
•    Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks effectively.
•    Experience handling confidential data;
•    Ability to analyze problems, identify alternative solutions, project the consequences of proposed actions, and implement recommendations in support of objectives.
•    Excellent academic writing skills;
•    Familiarity with Microsoft Office and programming languages.

Languages

•    For this position, fluency in Portuguese (oral and written);
•    English (working knowledge) are required. 
Desirable
•    Spanish.