Administrative Associate (com’s Office)

Organizational Context

IOM, established in 1951, is a UN-related organization dedicated to promoting humane and orderly migration. As the leading UN agency in migration, it collaborates with governmental, intergovernmental, and non-governmental partners, providing services and advice to governments and migrants. This role operates under the Chief of Mission in the Democratic Republic of Congo.

Job Purpose

This role supports the Chief of Mission's office in the Democratic Republic of Congo, reporting to the Senior Resources Management Officer. The Administrative Associate is crucial for ensuring the smooth and efficient operation of the office by providing comprehensive administrative and secretarial support. The position contributes to the overall mission objectives by facilitating effective communication, managing schedules, coordinating office services, and maintaining essential administrative processes. The role plays a key part in supporting the mission's work in promoting humane and orderly migration by ensuring the administrative functions are handled with precision and efficiency, allowing program staff to focus on core activities.

Responsibilities

Key duties include managing the supervisor's calendar, screening appointment requests, and coordinating meetings. The role involves handling incoming and outgoing correspondence, drafting responses, and performing quality control on documents. Responsibilities extend to coordinating office support for events, preparing meeting minutes, and monitoring follow-up actions. The Administrative Associate will also perform various administrative tasks such as managing contract extensions, leave records, and assisting with budget preparation. Researching and compiling background information for reports, generating statistical reports, and maintaining filing systems are also core functions. Additionally, the role involves monitoring and processing administrative actions in IOM's systems and recommending improvements to office procedures.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Candidates should possess strong attention to detail and the ability to organize paperwork methodically. Prior experience in a multicultural setting with international humanitarian organizations or governmental institutions is advantageous.

Skills

Microsoft Office Suite proficiency, attention to detail, organizational skills, discretion, client orientation, patience, willingness to learn, administrative support, calendar management, correspondence handling, meeting coordination, minute preparation, document quality control, basic budgeting, filing systems management, and process improvement.

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