Administrative Assistant

Organizational Context

The International Organization for Migration (IOM) is a UN-related agency established in 1951, dedicated to promoting humane and orderly migration. The Administrative Assistant role supports the Chief of Mission (CoM) in Burundi, contributing to the mission's administrative functions within the UN country team and inter-agency coordination mechanisms.

Job Purpose

The Administrative Assistant provides essential support to the Chief of Mission (CoM) and the IOM mission in Burundi. This role is crucial for the effective implementation of general administrative duties, ensuring smooth coordination among various units, senior management, and external stakeholders. The position facilitates the CoM's engagement with UN country teams, humanitarian coordination, and inter-agency response mechanisms, contributing to the overall operational efficiency and program delivery of IOM in Burundi.

Responsibilities

Provide comprehensive administrative support to the Chief of Mission (CoM), including managing daily activities, coordinating between units, and assisting senior management. Prepare and compile documents for regional and headquarters submissions, and manage the CoM's calendar and meeting arrangements. Review and file all documentation, ensuring confidentiality and maintaining an organized filing system. Facilitate communication with government ministries, UN agencies, NGOs, and other partners, and prepare briefing materials. Manage incoming and outgoing correspondence, track responses, and prepare travel documents and Notes Verbales. Maintain the CoM's office and handle inquiries, while performing various executive secretarial duties as needed.

Work Experience

Experience working with a UN agency, NGO, company, bank, or international organization is essential. Relevant experience in administrative work is also required.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Skills in calendar and schedule management, document preparation, filing, and travel/logistics arrangements. Strong written and verbal communication, organizational and multitasking abilities, discretion, confidentiality, teamwork, and adaptability.

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