Administrative Assistant

The Administrative Assistant will provide operational support for the arrangement of movements of third country nationals, including administrative and financial activities, procurement, and coordination with field staff and partners. The role supports the implementation of the project "Transfer of Third-Country National Asylum Seekers from Crete to Mainland Greece" and ensures proper documentation and quality checks of services.

Responsibilities

• Follow up on administrative and financial activities, perform related administrative tasks and maintain accurate records of expenses, documentation, etc. related to the operations of the assigned facility.
• Assist with the development and revision of project Standard Operating Procedures (SOPs), and operational guidelines for field staff, while providing technical support and ensure that support and guidance to IOM's implementing partners to ensure the consistent and harmonized application of project procedures and standards across all project activities.
• Keep records of all deliverables completed at field level and ensure the timely submission of the documentation to the Project Coordination team.
• Assist with the distribution of basic goods to the beneficiaries of the action.
• Assist in procurement procedures, prepare specifications for orders and purchase requests in IOM systems.
• Conduct procurement procedures for low value items required.
• Monitor Staff Attendance, Annual Leaves and ensures they are properly documented in IOM systems, supports field staff with relevant issues.
• Monitors vendor performance for various services provided in the facilities (Catering, bus transportations), performs quality checks and communicates shortfalls with IOM office.
• Perform such other related duties as may be assigned

Requirements

• University degree from an accredited academic institution on social sciences and one year of relevant working experience will be an advantage; or High school degree/certificate with at least three years relevant working experience.
• Previous experience in a similar role preferred.
• Familiar with direct assistance to migrants and/or refugees preferred.
• Previous experience working with children preferred.
• Experience in working in a multi-cultural environment an advantage.
• Strong organizational, facilitation, communication, writing and presentations skills.
• Computer literacy in standard software applications (MS Office, etc). Certification of computer literacy will be an asset.
• Valid driver’s license with at least five years driving experience an advantage.
• Fluency in Greek and English (oral and written) is required.

Skills

• Administrative Support
• Procurement
• Supply Chain Coordination
• Finance Administration
• Document Management
• Operational Support
• Client Assistance
• Migrant Assistance
• Refugee Assistance
• Multicultural Environment Experience
• Organizational Skills
• Facilitation Skills
• Report Writing
• Presentation Skills
• Microsoft Office Suite
• Computer Literacy
• Driving License

Languages

Greek, English