Administrative Associate (Travel) (GS)
Organizational Context
Established in 1951, IOM is the leading UN agency for migration, promoting humane and orderly migration globally. It works with governments and partners to save lives, protect people on the move, and facilitate pathways for regular migration. The organization is committed to fostering an inclusive and supportive workplace to harness the full potential of migration.
Job Purpose
The Administrative Associate (Travel) will support the Executive Office's Administrative Support Unit, reporting to the Executive Assistant to the Director General. This role is crucial for ensuring the smooth administrative operations within the Executive Office, specifically focusing on managing travel arrangements for officials. The position contributes to the efficient functioning of the Executive Office by providing essential administrative support, enabling leadership to focus on strategic migration initiatives. The role involves handling a variety of administrative tasks to facilitate the daily operations and support the Director General's office.
Responsibilities
Key responsibilities include arranging duty travel for Executive Office officials, coordinating flights and accommodations, preparing travel authorizations, and processing expense claims. The role also involves managing appointments and calendars for officials, screening visitors, and handling sensitive correspondence. Additionally, the Administrative Associate will coordinate office support for meetings and events, prepare minutes, and manage document preparation. Other duties include processing incoming mail, drafting responses, performing administrative tasks such as contract extensions and leave recording, and maintaining filing systems. The position requires monitoring administrative actions in IOM's systems and recommending improvements to office procedures.
Work Experience
Prior work experience within international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting is considered an advantage for this role.
Skills
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Email). Strong attention to detail and the ability to organize paperwork methodically. Skills include being discreet, client-oriented, patient, and willing to learn new things.