Senior Administrative Associate

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization and the leading UN agency for migration. It collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration. The organization provides services and advice to governments and migrants, fostering a professional environment where employees can thrive and contribute to harnessing migration's full potential.

Job Purpose

This role provides advanced and specialized administrative support services directly to the Regional Crisis Coordinator (RCC). The incumbent is responsible for managing correspondence, maintaining accurate records, and ensuring the smooth operation of the RCC's office. Key functions include managing schedules, coordinating travel arrangements, and serving as a liaison for critical staff movements, particularly into and out of Gaza. The position requires a high degree of organization, discretion, and the ability to manage competing priorities effectively to support the RCC's mandate and the organization's operational objectives in a dynamic environment.

Responsibilities

The Senior Administrative Associate provides advanced administrative support, including drafting correspondence, memoranda, and reports. Responsibilities include managing the receipt, registration, filing, and timely follow-up of all incoming and outgoing correspondence. The role involves maintaining and updating contact lists for governmental and non-governmental counterparts. Translation of non-official documents between English and Arabic is also required. The incumbent will manage the RCC's schedule, prioritize appointments, and handle meeting arrangements. Travel arrangements, including bookings and clearances, are a key duty. The position also involves greeting visitors, screening documents for signature, and establishing efficient workflows. A critical function is serving as the focal point for coordinating staff movements into and out of Gaza, liaising with relevant units and external partners, and providing administrative support for security and clearance processes.

Work Experience

Required experience includes providing administrative and coordination support to senior management, functioning effectively in a busy office environment, and liaising with governmental authorities, UN agencies, and external counterparts.

Skills

Key skills include the ability to establish and maintain strong working relations with government counterparts, UN agencies, and NGOs. High computer literacy in MS Office (Word, Excel, Outlook) is essential. The role demands the ability to handle confidential and sensitive matters with discretion and sound judgment, alongside strong organizational and coordination skills to manage competing priorities.

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