Vacancy Notice 982

INTERPOL is the world’s largest international police organization, with 196 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. 

INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds, experiences, and perspectives. To achieve our Diversity goals, we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our mission. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.

Job Title: Administrative Assistant
Reporting To: Head of Unit
Location: Lyon, France
Type of contract: Fixed-term Contract
Duration (in months): 36
Grade: 7
Number of post: 1
Level of Security screening:  Basic
Deadline for application: 24 March 2025

Conditions applying for all candidates

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.

* Subsequent extension to this post will be subject to the terms of the Organization’s Staff Manual, to satisfactory performance and to availability of funds.

* This position is financed by a third-party, external to the Organization with funding provided by the donor. Although there is a commitment from the donor, the appointment may be terminated prior to indicate official end date of project, should the external funding for this position no longer be available. This position also carries, in principle, no expectation of renewal. Any potential subsequent extension will be subject to the terms of the Organization’s Staff Manual, to satisfactory performance and to availability of funds.

Tests/interviews in connection to this selection procedure will take place approximately 4 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly, in case they are short-listed.

​Selected candidates will be expected to report for duty approximately two to three months after receiving an offer of employment at the latest.

This selection exercise may be used to generate a reserve list of suitable candidates that may be used to address Organization's similar staffing needs in the future.

          Mission 1: Administrative and Logistical Support

• Provide administrative assistance to the structure and ensure the efficient preparation and administration of specific projects/files/activities, in compliance with the established time schedule and according to deadlines. Afterwards, provide the regular follow-up and reporting to his/her hierarchy regarding the implementation of the specific files/projects/activities.
• Provide logistical support in the organization of missions, meetings and events and assist her/his hierarchy in the managemnet of the day to day activities.
• Be responsible for receiving, recording, processing and disseminating information received, and conduct appropriate follow-up.
• Ensure that administrative procedures are followed; In collaboration with other Assistants, suggest ways to improve administrative procedures when appropriate, and ensure the timely implementation of administrative instructions.

Mission 2: Team Coordination Support

• Assist in the management, development and follow-up of the requests coming from other units and Directorates. Follow-up as required to ensure that action is taken in a timely and effective manner.
• Develop and maintain an understanding of the broader team, pro-actively support the team.
• Assist the hierarchy in the planning, coordination, and prioritisation of overall activities.

Mission 3: Financial or Personnel Support

• Upon request, manage and check purchase requisitions. Create and update purchase orders in the system and acknowledge receipt after verifying with the teams.
• May assist newly arrived personnel with their installation and orientation.
• May undertake personnel-related administrative tasks and ensure local contact network with Government departments to facilitate the execution of personnel-related procedures, i.e. applications for visas, resident permits, insurance etc.

Mission 4: Research and Coordination Support

• Collect, compile, format and provide reporting of data as requested by the hierarchy. This includes requests for contributions to prepare for missions, weekly/monthly reports and Dashboards, and ad-hoc reports.
• Support research and reporting of activities, e.g. emerging crime trends and threats to security.
• Appreciate and highlight emerging patterns in the operating landscape that can impact the environment in which law enforcement agencies operate.
• Support communication with relevant stakeholders and networks, conversations amongst the community to monitor developments in key areas.
• Assist in the development of innovative methodologies for research and analysis.

May be required to replace other administrative staff.

Perform any other duties as required by the hierarchy.

Education and qualification required:

• At least two year’s University education in a relevant area.

Experience required:

• At least two years’ experience in administrative/secretarial posts.
• Experience in supporting team coordination, research, financial follow-up would be an asset.
• Demonstrated knowledge of office word-processing, spreadsheet, database, and presentation software.
• Demonstrated knowledge of an ERP business intelligence, or web-publishing tool would be an asset.
• Experience in an International Organization would be an additional asset.

languages:

• Fluency in English is required.
• Proficiency in a second official working language of the Organization (French, Arabic or Spanish) would be an additional asset.
• Knowledge of other languages may be an asset.

Abilities required:

• Excellent command of office software.
• Excellent organizational and problem-solving skills.
• Ability to react quickly and adapt to changing circumstances.
• Ability to work in an autonomous way and show proactive attitude.
• Strong communication skills, both oral and written form.
• Team-work oriented.
• Ability to cope with sudden increases in workload (occasional overtime based upon workload).
• Ability to work under pressure.
• Discretion, diplomacy, tact, rigor.
• Attention to detail and organizational skills.
• Sense of initiative.
• Flexibility.