Back Expedited: Senior Administrative Associate

Under the direct supervision of the Chief of Mission and in collaboration with relevant units at Headquarters and the Administrative Centers, the Senior Administrative Associate will be responsible and accountable for support the Chief of mission in the following:

1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; 

2. Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements;

3. Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form;

4. Manage the calendar for the supervisor and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors;

5. Interact with appropriate staff within IOM to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice;

6. Serve as contact person / link between supervisor and senior staff regarding office issues and information; on behalf of supervisor, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor;

7. Coordinate the logistic arrangements of meetings with high-level officials including all preparation, delivery- and follow-up activities with internal and external partners and participants; draft briefing information to support the supervisor's participation in meetings, councils, and programme activities;

8. Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;

9. Provide expert guidance to staff on relevant administrative issues; train and coordinate other office support staff in the Office / Department; coordinate the work of office support staff; 

10. Review systems and processes under area of responsibility to ensure that they meet the needs of the Department; formulate proposals for improvements; and,

11. Perform other duties as required.

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

     

    EDUCATION

    • High school diploma with seven years of relevant experience; or,
    • Bachelor’s degree in Business Administration or related fields from an accredited institution with five 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

        • Proficiency in MS Office products (Word, Excel, PowerPoint).

        • Strong organizational and coordination skills, with attention to detail and ability to manage multiple tasks simultaneously.

        • Ability to maintain accurate records, trackers, and filing systems for operational and programme documentation.

        • Practical understanding of project operations, including coordination with implementing partners and field teams.

        • Good communication and interpersonal skills, with the ability to work effectively with diverse teams.

        • Ability to work independently, prioritize tasks, and follow up on pending actions in a structured manner.

        • Knowledge of the UN System and advantage