Administrative Assistant (wash) - Pemba

Organizational Context

IOM, established in 1951, is a leading UN agency focused on migration, promoting humane and orderly migration globally. It collaborates with governments and partners to save lives, protect migrants, and facilitate regular migration pathways. This role is based in Pemba, Mozambique, under the direct supervision of the Program Manager (WASH) and in close coordination with local Procurement and Finance Units.

Job Purpose

The Administrative Assistant (WASH) plays a crucial role in supporting the Water, Sanitation, and Hygiene (WASH) activities within IOM Mozambique. This position is essential for ensuring the smooth and efficient execution of project operations by providing comprehensive administrative, procurement, and financial support. The role contributes directly to the effective delivery of WASH services by managing documentation, tracking procurement processes, and facilitating communication between project teams and support units. By maintaining organized records and ensuring compliance with IOM standards, the Administrative Assistant helps to streamline operations, enabling the WASH team to focus on program implementation and achieving project objectives in a timely and effective manner.

Responsibilities

Provide comprehensive administrative support for WASH activities, including managing procurement requisitions, invoices, and other documentation in compliance with IOM standards. Monitor and follow up on procurement and finance processes, maintaining an updated database for procurements and payments, and reporting any delays or constraints to the supervisor. Manage project information and documentation, both physical and digital, ensuring organization and accessibility, and maintaining the online WASH shared folder. Support MEAL activities by assisting with the integration of tools in mobile devices and validating/processing collected data. Offer administrative and logistical support for meetings, conferences, and events, including scheduling appointments and managing calendars. Assist with communication to government authorities, drafting responses, and providing informal translations. Proofread and format documents for accuracy, grammar, and adherence to established standards. Perform other duties as required to support the WASH program.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience in organizing paperwork methodically and attention to detail is required. Prior experience with international humanitarian organizations or in a multicultural setting is advantageous.

Skills

Good communication and teamwork skills. Personal commitment and high integrity. Ability to work effectively in a multicultural environment. Ability to work independently under minimal supervision. Ability to handle pressure.

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