Administrative Assistant
Organizational Context
The International Organization for Migration (IOM), a UN-related organization established in 1951, promotes humane and orderly migration. It works with governments and partners to save lives, protect migrants, resolve displacement, and facilitate legal migration pathways. This role is situated within the Sub-Office in Kano, Nigeria, operating under the supervision of the Resource Management Officer.
Job Purpose
The Administrative Assistant plays a crucial role in supporting the operational efficiency of the IOM Sub-Office in Kano, Nigeria. This position is integral to ensuring the smooth functioning of administrative processes, directly contributing to the organization's mandate of promoting humane and orderly migration. By managing schedules, coordinating office support, handling correspondence, and processing administrative actions, the role facilitates the delivery of IOM's services to migrants and governments. The position supports the overall mission of saving lives, protecting people on the move, and driving solutions to displacement, ensuring that IOM can effectively provide its vital services.
Responsibilities
The Administrative Assistant is responsible for managing supervisor's calendar, screening appointments, and receiving visitors. This includes handling incoming mail, preparing draft responses to correspondence, and ensuring quality control for outgoing documents. The role involves coordinating office support for meetings, trainings, and special events, including preparing minutes and monitoring follow-up actions. Additionally, the assistant will perform various administrative duties such as managing contract extensions, leave records, and budget follow-up. They will also be responsible for maintaining filing systems, researching and compiling background information for reports, and processing administrative actions (HR, procurement, finance, logistics) within IOM's systems. A key function is to monitor and improve office procedures and update office websites.
Work Experience
Required experience includes proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Candidates should possess strong attention to detail and the ability to organize paperwork methodically. Prior work experience with international humanitarian organizations, non-government, or government institutions in a multicultural setting is considered an advantage.
Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong attention to detail and organizational skills. Knowledge of administration and finance processes. Familiarity with UN and bilateral donor programming. Understanding of financial rules, regulations, procurement, and human resources processes.