Senior Administrative Associate

Organizational Context

Established in 1951, the International Organization for Migration (IOM) is a UN-related organization and a leading agency in migration. IOM collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration, saving lives, protecting people on the move, and facilitating regular migration pathways. The organization is committed to fostering an inclusive and supportive workplace.

Job Purpose

The Senior Administrative Associate plays a crucial role in supporting the operational efficiency of the division. This position involves managing a high volume of complex and sensitive correspondence and documentation, ensuring timely and accurate processing and routing. The role also entails providing guidance to staff, coordinating meetings and travel, and overseeing administrative actions related to human resources, procurement, and finance. By maintaining effective administrative procedures and solving operational problems, the associate contributes to the smooth functioning of the division and supports the achievement of IOM's objectives in managing migration.

Responsibilities

Manage and monitor diverse and complex correspondence and documentation, ensuring appropriate routing, accuracy, and timeliness, and escalating sensitive issues. Provide guidance to staff on procedures and deadlines. Arrange appointments, manage the supervisor's calendar, and receive visitors. Organize meetings, prepare agendas and minutes, and follow up on action items. Coordinate the work of other office support staff and manage divisional activities, deadlines, and requests. Establish and maintain internal procedures and tracking systems for correspondence and documents, ensuring adherence to corporate standards. Respond to inquiries, draft responses, and coordinate responses to sensitive inquiries. Follow up on reports and documents, review and format them, and conduct research for briefing materials. Coordinate and process administrative actions (HR, contracts, procurement, finance, logistics) in IOM systems. Evaluate support needs, adapt services, and resolve operational problems. Ensure the initiation of transactions in administrative systems. Perform other relevant duties as assigned.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Experience with Microsoft SharePoint is an advantage. Prior work experience with international humanitarian organizations, non-government, or government institutions in a multicultural setting is beneficial. Key attributes include attention to detail, methodical organization, discretion, client orientation, patience, and a willingness to learn.

Skills

Thorough knowledge of resource management functions (HR, finance, procurement, ICT, general administration). Understanding of UN policies, procedures, and administrative systems. Ability to manage complex and sensitive correspondence, documentation, and reporting. Experience in management coordination, monitoring follow-up actions, and facilitating governance processes.

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