Administrative Associate

Organizational Context

The International Organization for Migration (IOM) is the UN Migration Agency, dedicated to promoting humane and orderly migration. The organization works with governments and partners to address migration challenges, advance understanding of migration issues, and uphold the dignity and well-being of migrants. This role supports the Regional Responses to Climate Displacements in Sub-Saharan Africa (RE2CLID) project in Burundi, focusing on enhancing resilience and self-reliance of displacement-affected communities.

Job Purpose

This Administrative Associate position provides crucial administrative, logistical, and financial support for the RE2CLID project in Burundi, under the supervision of the DRR-CCA Programme Officer. The role is integral to the effective implementation of project objectives related to managing migration in the context of climate change, environmental degradation, and natural disasters. By ensuring smooth operational processes, the incumbent will contribute to averting displacement, minimizing its impacts, and fostering durable solutions for affected communities. This involves coordinating activities, managing documentation, supporting procurement and financial processes, and liaising with various stakeholders to ensure project goals are met efficiently and in line with IOM standards and international frameworks.

Responsibilities

The Administrative Associate will manage appointment scheduling, maintain calendars, and handle incoming correspondence, often of a sensitive nature. Responsibilities include coordinating logistical support for meetings and events, preparing minutes, and ensuring follow-up actions are taken. The role involves drafting responses to communications, performing quality control on outgoing documents, and proofreading for accuracy. Administrative duties encompass monitoring contract extensions, recording leave, assisting with budget preparation, and coordinating with other units for workflow efficiency. The incumbent will provide administrative and logistical support for programme implementation, including activity planning, document preparation, and liaison with relevant units. This includes assisting with travel arrangements, expense claims, payment requests, and procurement documentation. The role also involves researching and compiling background information, monitoring administrative actions in IOM systems, and supporting procurement processes. Liaising with Finance units for payment verification and documentation, and supporting internal/external communications, including AAP and PSEAH activities, are key functions. Maintaining filing systems, reviewing office procedures, and updating office websites are also part of the duties.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is required. Experience in disaster risk reduction, emergency environments, or working with vulnerable groups is advantageous. Strong operational, organizational, and communication skills are necessary, along with the ability to work harmoniously in a multicultural setting. Prior experience with international humanitarian organizations or government institutions is also beneficial.

Skills

Strong administrative, organizational, and coordination skills; ability to manage multiple priorities and meet deadlines. Good knowledge of procurement and finance support procedures. Ability to draft, format, and proofread documents accurately. Strong communication and interpersonal skills. Basic understanding of disaster risk reduction, climate change adaptation, and climate-related human mobility. Understanding of Accountability to Affected Populations (AAP) and PSEAH principles. Capacity to work effectively with diverse teams. Familiarity with IOM administrative systems is an advantage.

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