Administrative Assistant

About the role

The International Organization for Migration is seeking an Administrative Assistant to support the Chief of Mission in Tegucigalpa. The role provides executive‑level administrative, operative and logistics assistance, ensuring the smooth operation of the Office of the Chief of Mission.

Key responsibilities

• Arrange appointments, receive visitors and manage telephone calls for the Chief of Mission.
• Provide office, administrative and logistics support for meetings, committees and conferences.
• Review, record, distribute and process incoming mail and correspondence; follow up on pending actions.
• Draft and proofread routine correspondence, produce complex documents and reports using word‑processing software.
• Initiate administrative tasks in financial, travel and human‑resources computer systems.
• Organise travel and hotel arrangements, prepare travel authorisations and claims.
• Assist with the administrative processing of vacancy notices and consultants’ contracts.
• Research, compile and organise information for reports; create spreadsheets and presentations.
• Manage and update databases for mailing lists and other information; maintain electronic filing systems.

Required profile

• Proven ability to deliver executive‑level administrative and logistical support with high discretion and confidentiality.
• Strong organisational skills and attention to detail in handling complex documents and schedules.
• Capacity to work under the direct supervision of the Chief of Mission and coordinate with unit heads.
• Excellent written communication skills for drafting and proofreading correspondence.

Required skills

• Proficiency in Microsoft Word for drafting and formatting documents.
• Proficiency in Microsoft Excel for data management and spreadsheet creation.
• Proficiency in Microsoft PowerPoint for preparing presentations.
• Experience with database management and electronic filing systems.