Administrative Officer

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related agency focused on promoting humane and orderly migration. It collaborates with governmental, intergovernmental, and non-governmental partners, providing services and advice to governments and migrants. This role supports the Deputy Director General for Management and Reform, ensuring the smooth functioning of their office.

Job Purpose

The Administrative Officer provides comprehensive administrative, coordination, and analytical support to the Deputy Director General for Management and Reform (DDG M&R) and their Special Advisor. The primary purpose is to ensure effective time management, prioritization, and the smooth day-to-day operation of the DDG M&R's office. This role is crucial for maintaining quality control, coherence, and timely follow-up across various administrative, planning, and reporting functions within the Management and Reform portfolio. By managing schedules, coordinating communications, and tracking action items, the position directly contributes to the efficient execution of the DDG M&R's strategic objectives and the overall effectiveness of the Management and Reform initiatives.

Responsibilities

Provide comprehensive administrative support to the DDG M&R, managing schedules, calendars, and meeting preparations to optimize time utilization. Coordinate the preparation of briefing materials, background notes, and consolidated inputs for high-level meetings and engagements, ensuring accuracy and timeliness through liaison with relevant departments. Track, monitor, and analyze follow-up actions from meetings and governance bodies, identifying and flagging potential delays or risks with proposed solutions. Support the planning, monitoring, and reporting of Management and Reform initiatives by preparing summaries and progress updates. Conduct research and analysis on relevant issues, drawing from corporate systems and external sources. Review and consolidate correspondence, ensuring organizational standards are met and assisting with drafting responses. Monitor and follow up on administrative actions (HR, finance, procurement) initiated on behalf of the DDG M&R Office, coordinating resolutions for bottlenecks. Coordinate travel and logistical arrangements for the DDG M&R, ensuring compliance and cost-effectiveness. Contribute to the improvement of filing, records management, and knowledge-sharing systems within the office. Review and propose enhancements to administrative procedures and workflows for increased efficiency.

Work Experience

Requires relevant administrative or coordination experience, ideally within an international organization, NGO, or governmental institution in a multicultural setting. Experience supporting senior management, committees, or offices with administrative, logistical, or coordination tasks is advantageous. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential; experience with collaboration or document management platforms is a plus.

Skills

Strong organizational and coordination skills; ability to manage multiple tasks, maintain records, and track information accurately. Attention to detail for organizing documentation and managing filing/record systems. Discretion and professionalism in handling sensitive or confidential information. Client-oriented, flexible, and adaptable to a fast-paced environment. Desirable: exposure to HR, finance, or procurement processes.

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