Senior Administrative Associate

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is recognized as the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, with a diverse workforce dedicated to addressing the challenges of migration.

Job Overview:
The Senior Administrative Associate will play a crucial role in managing and monitoring a large volume of complex correspondence and documentation, often of a confidential and sensitive nature. This position requires ensuring appropriate routing, timely responses, prioritization, accuracy, and consistency in handling documents. The associate will be responsible for bringing complex, sensitive, or priority issues to the supervisor’s attention and providing information and guidance to staff at all levels within the organizational unit. The role includes arranging appointments and duty travels for the division, maintaining the supervisor’s calendar, and receiving visitors. Additionally, the associate will organize meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes, prepare minutes, and follow up on required actions. The position also involves coordinating the work performed by other office support staff and establishing internal procedures and tracking systems for correspondence and documents. The Senior Administrative Associate will evaluate ongoing support requirements of the division and adapt service provision to meet changing needs, ensuring that all work is done in accordance with corporate standards.

Duties and Responsibilities:
The duties and responsibilities of the Senior Administrative Associate include managing and monitoring complex correspondence and documentation, ensuring appropriate routing and timely responses. The associate will provide guidance to staff, arrange appointments and travel, maintain the supervisor’s calendar, and organize meetings. Responsibilities also include coordinating activities across the division, establishing internal procedures for correspondence, responding to written inquiries, drafting responses to non-routine questions, and following up on the preparation of reports and documents. The associate will conduct research, prepare briefing materials, coordinate administrative actions for the division, and ensure the initiation of various transactions in the organization’s computerized administrative systems. Additional duties may be assigned as required.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Business Administration or a related field from an accredited academic institution, along with four years of relevant professional experience. Alternatively, a high school diploma with six years of relevant professional experience is acceptable. Proficiency in Microsoft Office applications is essential, along with attention to detail and the ability to organize paperwork methodically. Candidates should be discreet, client-oriented, patient, and willing to learn new things. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is advantageous. Experience with Microsoft SharePoint is also beneficial.

Educational Background:
The educational background required for this position includes a Bachelor’s degree in Business Administration or a related field from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database. A high school diploma is acceptable if accompanied by six years of relevant professional experience.

Experience:
The position requires candidates to have a minimum of four years of relevant professional experience if they hold a Bachelor’s degree, or six years if they have a high school diploma. Experience should include proficiency in Microsoft Office applications and familiarity with administrative functions in a multicultural environment. Previous work experience with international humanitarian organizations is considered an advantage, as is experience with document management and information-sharing platforms such as Microsoft SharePoint.

Languages:
Fluency in English is required for this position, both oral and written. All IOM staff members are required to be fluent in one of the IOM's official languages, which include English, French, and Spanish. Proficiency in additional languages may be evaluated during the selection process, which could include written and/or oral assessments.

Additional Notes:
The selection process for this position may be used to staff similar roles in various duty stations. Recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. Appointment is subject to certification of medical fitness, accreditation, residency or visa requirements, and security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, and discrimination. IOM does not charge a fee at any stage of the recruitment process and only accepts applications submitted through the IOM e-Recruitment system. Late applications will not be accepted, and only shortlisted candidates will be contacted.