Administrative Associate

Organizational Context

The International Organization for Migration (IOM), a UN-related agency established in 1951, promotes humane and orderly migration. This Administrative Associate role, based in San Cristobal, Venezuela, operates under the Chief of Mission and provides crucial local administrative and logistical support to the Field Office. The position contributes to delivering assistance to vulnerable migrant and receiving populations.

Job Purpose

The Administrative Associate is responsible for providing comprehensive local administrative and logistical support to the IOM Field Office in San Cristobal, Venezuela. This role is essential for the effective functioning of the office and the successful delivery of assistance programs to vulnerable migrant, on-the-move, and receiving populations. The incumbent will support project management activities and ensure the smooth execution of daily operations. By managing administrative tasks, coordinating office support services, and maintaining efficient record-keeping, the position directly contributes to IOM's mandate of promoting humane and orderly migration and providing vital services to those in need. The role ensures that administrative processes are handled efficiently, allowing program staff to focus on their core responsibilities.

Responsibilities

The Administrative Associate will manage supervisor's calendar, screen appointments, and handle incoming visitors and calls. Responsibilities include coordinating office support for meetings and events, preparing minutes, and monitoring follow-up actions. The role involves processing incoming mail, drafting correspondence, and performing quality control for outgoing documents, ensuring adherence to formatting and grammatical standards. Administrative duties encompass managing HR actions, contract extensions, leave records, and budget follow-up. The incumbent will also research and compile background information, generate reports from databases, and maintain filing systems. Monitoring and processing administrative actions within IOM's computerized systems, including HR, procurement, finance, and logistics, is a key duty. Additionally, the role involves reviewing office procedures for efficiency and updating office websites.

Work Experience

Required experience includes proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Candidates should possess strong attention to detail, methodical organization skills, discretion, and a client-oriented approach. Prior experience with international humanitarian organizations or governmental institutions in a multicultural setting is advantageous.

Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Attention to detail, Organization, Discretion, Client-orientation, Willingness to learn, Administrative support, Logistical support, Project assistance, Record keeping, Report generation, Filing systems management.

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