VN Mobility: Administrative Officer

Organizational Context

Established in 1951, IOM is a UN-related organization and the leading UN agency in migration. It promotes humane and orderly migration, saves lives, protects people on the move, and drives solutions to displacement. The Administrative Officer role supports the Deputy Director General for Operations (DDG-O), ensuring effective time management, coordination, and smooth daily functioning of the office.

Job Purpose

The Administrative Officer provides comprehensive administrative, coordination, and analytical support to the Deputy Director General for Operations (DDG-O). This role is crucial for ensuring the efficient and effective functioning of the DDG-O's office by managing priorities, coordinating schedules, and facilitating smooth day-to-day operations. The position contributes significantly to quality control, coherence, and timely follow-up across administrative, planning, and reporting functions within the Operations Pillar. The officer will be instrumental in supporting high-level engagements and ensuring the smooth execution of the DDG-O's mandate and the broader objectives of the Operations Pillar.

Responsibilities

Provide broad administrative support to the DDG-O, managing schedules, coordinating calendars, and preparing for meetings. Coordinate the preparation of briefing packages and background notes for high-level engagements, ensuring accuracy and timeliness. Track, monitor, and analyze follow-up actions from meetings and committees, identifying risks and proposing solutions. Support planning, monitoring, and reporting on Operations Pillar initiatives. Conduct research and analysis on relevant issues. Review and consolidate correspondence, ensuring consistency with organizational standards. Monitor and follow up on administrative actions (HR, finance, procurement) initiated by relevant units. Coordinate travel and logistical arrangements for the DDG-O. Contribute to the maintenance and improvement of filing, records management, and knowledge-sharing systems. Review administrative procedures to identify opportunities for improvement and support process enhancements.

Work Experience

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

Skills

Demonstrated organizational and coordination skills; ability to manage multiple tasks and maintain accurate records. Attention to detail for organizing documentation and managing filing systems. Discretion and professionalism in handling sensitive information. Client-oriented, flexible, and adaptable in a fast-paced environment. Exposure to HR, finance, or procurement processes is desirable.

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