Office Support Assistant

Compensation Annual net-base salary starting at EUR 28.944 as per increment 1 of the applicable grade and salary scale for the duty station.

Allowances and Benefits Participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s allowance and mobility and mobility related allowances.

Support to the Office of the DG: Effective general administrative support provided to ensure the smooth operations and maintenance of confidentiality within the Director-General's Office (DGO), including support to the Executive Associate with the management of the DG’s calendar, meetings (both virtual and in person), communications (phone calls, emails etc.), official travel arrangements

(flight/train tickets, visa and hotel arrangements, security clearance etc.) including processing of the Director-General's travel claims in SAP, ensuring accuracy and tracking of reimbursements.

Logistics and Administrative Support: The Executive Associate competently supported in the preparation and organisation of meetings of the DG with internal and external stakeholders, following established protocols. Assisted in researching and preparing briefing materials for the Director-General's engagements. Logistical arrangements efficiently undertaken for internal meetings and other events, by organising arrangements with facilitators, caterers (as required) and hosts.

Support to the Headquarters’ Reception: The Headquarters’ Reception effectively supported by receiving visitors at the front desk, greeting, welcoming, and directing them to the appropriate staff member(s) and office(s) as per established protocols. Incoming phone calls promptly screened and answered. Headquarters’ Reception area security maintained by following safety procedures and controlling access via the reception desk. The area kept presentable and well-stocked with essential stationery, office supplies, and hospitality items at all times. Records of related expenses accurately recorded and maintained. Clerical duties such as filing, photocopying, document delivery and receipt of deliveries, efficiently undertaken.