Administrative Assistant (Child Protection)

Introduction Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration 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), UN Volunteers with at least twelve (12) months of continuous service in IOM, 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. Organizational Context and Scope The action ‘’Strengthening protection systems for unaccompanied migrant children and vulnerable female applicants and beneficiaries of international protection ΙΙ’’ under which the candidates will be selected and which will be funded by the National Development Program 2026- 2030 shall contribute to the provision of targeted care interventions to the unaccompanied children (UMC) and other vulnerable people residing in Greece. Therefore, IOM will capitalize on its extensive experience on the areas of child protection so as to provide tailored support to implementing partners focusing on the provision of protection support to UMC and other vulnerable people as well as to directly intervene to the UMC by offering accommodation and care services in Emergency Accommodation Facilities (EAFs). Under the overall supervision of the Deputy Chief of Mission and the direct supervision of the National Cluster Coordinator (Unaccompanied Migrant Children (UMC)), the successful candidate will support in coordinating administrative and financial activities for respective action. Monitor and support the administrative and financial operations of the assigned facility by performing administrative tasks, maintaining accurate records of expenses and supporting documentation, and ensuring proper documentation and record-keeping for Implementing Partners. Assist in the development, revision and implementation of project Standard Operating Procedures (SOPs), and operational guidelines for field staff, while providing technical support to IOM Implementing Partners to ensure consistent and standardized implementation of project activities. Keep records of all deliverables completed at field level and ensure the timely submission of the documentation to the Project Manager. Maintain accurate records of the Non-Food Items (NFIs) kept in storage; identify potential shortages and follow up with the National Cluster Coordinator (Unaccompanied Migrant Children (UMC)) on any needed additional purchases and also monitor the needs and deliverables shared by the Implementing Partners. Assist with the distribution of basic goods to the beneficiaries of the action. Keep records of the documentation related to the use of IOM rented vehicles; ensure the submission on an accurate and timely manner of all required documentations. Conduct regular on site visits at the areas of operation so as to ensure close monitoring of all administrative related tasks. 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. Maintain close coordination with the Budget Monitoring & IP Control Unit to support the National Cluster Coordinator (Unaccompanied Migrant Children (UMC)) in ensuring consistency and compliance between narrative and financial reports. Monitors vendor performance for various services provided in the facilities (Catering, cleaning, maintenance), performs quality checks and communicates shortfalls with IOM office. Perform such other related duties as may be assigned. Required Qualifications and Experience Education University degree from an accredited academic institution os 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. Accredited Universities are those listed in the UNESCO World Higher Education Database. 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. Skills 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. Personal commitment, efficiency and flexibility. Languages All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish). For this position, fluency in Greek and English is required (oral and written). Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. Required Competencies IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process. Values - all IOM staff members must abide by and demonstrate these five 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. Managerial Competencies – behavioural indicators (applicable only if with direct reports) Leadership : Provides a clear sense of direction, leads by example and demons