Affiliate Contractor - Administrative Assistant

Organizational Context

The International Organization for Migration (IOM) Ethiopia Country Office and Special Liaison Office seek an Administrative Assistant to provide crucial support on administrative matters. This role operates under the supervision of the Head of Supply Chain Unit and the Administrative Associate (Protocol and Legal Support), coordinating closely with the HR Office and the Office of Legal Affairs. The position ensures compliance with IOM regulations and procedures.

Job Purpose

The Administrative Assistant (Protocol and Legal Support) is responsible for providing comprehensive administrative support to both the IOM Ethiopia Country Office (CO) and the Special Liaison Office (SLO). This includes managing contract-related matters and protocol issues in strict adherence to IOM's established regulations, rules, and procedures. The role requires close coordination with the Head of Supply Chain Unit, the Administrative Associate (Protocol and Legal Support), the Head of HR Office, and the Office of Legal Affairs to ensure efficient and compliant operations. The incumbent will play a key role in facilitating smooth administrative processes, particularly concerning legal documentation, contractual agreements, and protocol-related activities, thereby contributing to the overall effectiveness of IOM's mission in Ethiopia.

Responsibilities

The Administrative Assistant will review and verify compliance of CO and SLO contracts with donors, partners, and service providers against framework agreements and IOM legal requirements, liaising with the Office of Legal Affairs as needed. They will support legal and contractual issues, including terminations and disputes, and conduct preliminary checks on legal documentation for accuracy and compliance. The role involves liaising with government entities on legal and protocol matters, maintaining confidential legal records, and assisting in developing a contract retrieval system. Additionally, the assistant will participate in due diligence processes, assist with residency permits and visa applications for international staff and visitors, and track passports and travel documents. They will also provide guidance on immigration formalities, support import/export clearances, and brief relevant units on changes in national protocol rules. The incumbent will perform other assigned duties.

Work Experience

Experience in administrative services, preparing communications, and coordinating activities is required. Prior experience in a multilateral system, preferably within the UN context, is advantageous. Proficiency in enterprise resource planning systems and Microsoft Office Suite is also beneficial.

Skills

Proven English drafting skills, attention to detail, methodical organization of paperwork, discretion, client-orientation, patience, willingness to learn, good communication (especially in multilingual settings), writing skills, knowledge of IOM/UN regulations, ability to work harmoniously in diverse teams, high sense of responsibility, ability to work with minimal supervision under tight deadlines, and ability to maintain confidentiality.

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