SVN IE 020-2023
Open to Internal and External Candidates
Position Title : Receptionist
Duty Station : Dublin, Ireland
Classification : General Service Staff G3
Type of Appointment : Special Short-Term Contract, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 25 May 2023
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all.
It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Under the overall supervision of the Chief of Mission (CoM) in Ireland and direct supervision of the Resources Management Officer (RMO); and, in collaboration with relevant units at the Country Office, the successful candidate will be responsible and accountable for managing is responsible for performing clerical tasks within an office setting to support daily operations.
Core Functions / Responsibilities:
- Greet visitors and provide a positive image of IOM and hospitality for visitors, meetings/conferences participants and suppliers.
- Maintain a visitor’s log and ensure they are provided with security access to the building and offices if required.
- Answer the telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
- Receives, directs, and tracks all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission.
- Maintain an updated compendium of documents for office wide use including but not limited to office holidays, staff phone extensions, and emergency contact numbers.
- Answer routine questions and provide a variety of information regarding bulletins, brochures, and other project-related materials.
- Provide logistical assistance to meetings, conferences, events, and workshops including invitations, travel/transport, hotel bookings, meeting materials and equipment.
- Provide basic office support to different units as required.
- Perform other related duties as assigned.
Required Qualifications and Experience
Education
- High School diploma with three years of relevant experience; or,
- Bachelor’s degree in Business Administration or related field with one years of relevant professional experience.
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.
Skills
- Interpersonal skills (i.e. empathy and emotional resilience);
- Intercultural competence and communication skills;
- Capacity to prevent and mitigate conflicts and bridge gaps due to language misunderstandings, in an objective and impartial manner, between the beneficiaries and the authorities.
- Good administrative, reporting, and organizational skills
- Good command of MS Office package, with proven experience in Word and Excel.
Languages
Fluency in English is required.
Any other IOM official language is an advantage.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- 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.
Core Competencies – behavioural indicators level 1
- 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 action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
IOM’s competency framework can be found at this link.
Other
As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government.
This post is subject to local recruitment. Only persons holding a valid residence and work permit in Ireland will be eligible for consideration.
How to apply:
Interested candidates are invited to submit their applications in English (CV and motivation letter) to email address in this advert, the reference code SVN IE 020-2023 Receptionist must be clearly indicated in the e-mail subject.
Only shortlisted candidates will be contacted.
Posting period: 11.05.2023 to 25.05.2023
Job Type: Full-time
Schedule:
- 8 hour shift
Ability to commute/relocate:
- Dublin, CO. Dublin D02: reliably commute or plan to relocate before starting work (preferred)
Work authorisation:
- Ireland (required)
Work Location: In person
Application deadline: 25/05/2023
Reference ID: SVN IE 020-2023
