Office Assistant

Job Description

Under the overall supervision of the Chief of Mission (CoM) in Chile; and, in collaboration with the Resources Management units, and Programs units in Chile, the successful candidate will be responsible for office support in general and driving services for the Mission.

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
• 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;
• Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
• Assist with arranging for travels: organize transport, logistics, accommodation, documents;
• Ensure availability of office supplies and appropriate maintenance of office equipment; and,
• Provide driver services to the office, including car maintenance controls and car logs for all travels.;
• Perform other duties as required.

Job Description

Country office of the International Organization for Migration is looking for his/her Office Assistant (Driver). The successful candidate will be based in Santiago de Chile, needs to have work permit in the country and must have his/her local valid driver's license.

Under the overall supervision of the Chief of Mission (CoM) in Chile; and, in collaboration with the Resources Management units, and Programs units in Chile, the successful candidate will be responsible for office support in general and driving services for the Mission.

• Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
• Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
• 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;
• Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
• Assist with arranging for travels: organize transport, logistics, accommodation, documents;
• Ensure availability of office supplies and appropriate maintenance of office equipment; and,
• Provide driver services to the office, including car maintenance controls and car logs for all travels.;
• Perform other duties as required.

Qualifications

• High school diploma with three years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with one year of relevant professional 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.