Administrative Assistant DTM/IM

Organizational Context

Established in 1951, the International Organization for Migration (IOM) is a UN agency promoting humane and orderly migration. The Administrative Assistant DTM/IM role is based in Caracas, Venezuela, and supports the smooth implementation of Information Management (IM) and Displacement Tracking Matrix (DTM) activities, particularly within emergency response contexts. This position contributes to timely and organized support for assessment, reporting, and information management.

Job Purpose

The Administrative Assistant DTM/IM plays a crucial role in ensuring the effective and efficient execution of Information Management (IM) and Displacement Tracking Matrix (DTM) activities. This position provides essential administrative, logistical, and coordination support, enabling the smooth implementation of assessments, reporting, and information management processes. By managing documentation, assisting with procurement, organizing meetings, and facilitating travel, the role directly contributes to the timely and organized delivery of critical data and support during emergency responses. The purpose is to streamline operational processes, allowing IM and DTM teams to focus on their core functions, thereby enhancing IOM's overall capacity to respond to migration-related challenges and support affected populations.

Responsibilities

Provide comprehensive administrative support for Information Management (IM) and Displacement Tracking Matrix (DTM) activities, including document preparation, filing, and coordination. Assist with procurement processes for necessary goods and services, managing supporting documents and follow-up with vendors. Prepare, organize, and maintain administrative, financial, and project documentation, ensuring proper record-keeping. Support the organization of meetings, trainings, and field activities by managing logistics, materials, and arrangements. Record meeting minutes, prepare summaries, and track administrative actions. Facilitate travel arrangements and logistical planning for staff and teams. Assist with recruitment and onboarding processes for personnel. Draft routine correspondence and support document review. Maintain organized electronic and physical records, ensuring confidentiality. Liaise with internal units, local authorities, and partners on administrative matters. Perform other assigned duties as required.

Work Experience

Requires experience providing administrative, logistical, or project support within humanitarian, development, international organization, NGO, or public sector settings. Experience in preparing and maintaining administrative documents, records, and correspondence is essential. Experience supporting procurement, contracting, travel, finance, or recruitment processes is advantageous. Familiarity with information management, DTM, or emergency response teams is also beneficial.

Skills

Good organizational skills for managing documents, schedules, and records. Strong communication skills for professional coordination. Ability to draft clear and accurate correspondence and meeting notes. Excellent computer literacy, including Microsoft Word, Excel, PowerPoint, and Outlook. Familiarity with SharePoint or Teams is an advantage.

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