2PiJobs.com

Executive and Administrative Assistant

Category: Admin Secretarial & PA

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Job Description

2Pi-Jobs is acting as an Employment Agency in relation to this vacancy.
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.

Job Responsibilities

Executive Support to the Head of Office
Manage the HoO’s professional calendar, scheduling meetings, and coordinating travel arrangements.
Handle and monitor confidential correspondence and documents, ensuring timely responses and integrity.
Prepare and proofread briefing materials, talking points, presentations, and reports for the HoO.
Maintain and update the archive of key institutional documents, memos, and communications.
Ensure follow-up on action points from internal and external meetings attended by the HoO.
Internal Communications and Coordination
Serve as the focal point for internal communications, ensuring key organizational updates are shared efficiently.
Draft, review, and distribute internal announcements, memos, and staff bulletins.
Organize and coordinate staff meetings, trainings, and knowledge-sharing events, including agenda preparation and minute-taking.
Assist in the onboarding process for new staff, ensuring smooth integration into the organization.
Update and maintain the Business Continuity Plan (BCP), ensuring key contacts and procedures are up to date.
Office Administration and Logistics
Oversee day-to-day office management tasks, ensuring smooth workflow and efficiency.
Support the logistics and protocol arrangements for high-level visits, missions, and official events.
Assist in organizing hospitality events, including working lunches, receptions, and official meetings.
Liaise with vendors and service providers to coordinate office supplies, maintenance, and facility needs.
Maintain a database of key contacts, including UN agencies, government partners, and donors.
Other Duties
Welcome and assist visitors, ensuring a professional and organized reception.
Provide administrative support to programme and operational teams when required.
Undertake duty travel as needed.
Perform other related duties as assigned.

Other Educational Qualification

University degree in Business Administration, Communications, Public Administration, or a related field from an accredited academic institution with three years of relevant professional experience; or
High school diploma with five years of relevant professional experience.

Skills

Proven experience in administration, executive support, internal communications, or office management.
Experience in liaising with government agencies, UN organizations, and diplomatic missions.
Strong background in event coordination, meeting facilitation, and document management.
Familiarity with international humanitarian or development organizations is an advantage.
Experience handling confidential and sensitive information with discretion
Excellent organizational and time management skills.
Strong communication and interpersonal skills for internal coordination and stakeholder engagement.
Ability to draft and review high-quality reports, memos, and internal communication materials.
Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
High level of professionalism, discretion, and adaptability.
For this position, fluency in English and Hungarian is required (oral and written).
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.

Salary

Negotiable

Others

Values - all IOM staff members must abide by and demonstrate these three 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
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.

Posted By

IOM - International Organization for Migration

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