Senior Administrative Associate Verified listing

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

TO COPY-PASTE FROM POSTING DESCRIPTION

1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritisation, accuracy, consistency, informal translation and timeliness. Bring complex, sensitive or priority issues to the supervisor’s attention.
2. Provide information and guidance to staff at all levels within the organisational unit; ensure understanding of intent and deadlines.
3. Arrange appointments and duty travels for the division, maintain supervisor’s calendar and receive visitors.
4. Organise meetings, finalise agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
5. Organise and coordinate the work performed by other office support staff, where applicable. Coordinate activities across the division, including divisional issues, deadlines and other requests;
6. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
7. Respond to written inquiries and draft responses to non-routine questions. Coordinate responses to sensitive enquiries on behalf of the supervisor, where applicable.
8. Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices. Conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.
9. Coordinate, monitor and process administrative actions for the division (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerised systems.
10. Evaluate ongoing support requirements of the Division, adapt service provision to meet changing needs and solve operational problems as required.
11. Ensure the initiation of a variety of transactions in the organisation’s computerised administrative systems.
12. Perform such other relevant duties as maybe assigned.