Field Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With a mission to ensure the orderly and humane management of migration, IOM operates in over 150 countries, employing thousands of staff members worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, emphasizing the importance of migration as a key factor in global development.

Job Overview:
The Field Administrative Assistant will play a crucial role in supporting the operations and administrative activities at the Centre for Women and Girls. This position requires a proactive individual who can assist with various tasks related to the Direct Assistance and Refugee Vulnerability (DARV) activities. The assistant will be responsible for providing administrative support, assisting individuals upon their arrival, during their stay, and upon their departure from the center. The role also involves maintaining accurate records, supporting service delivery, and ensuring that vulnerable individuals receive the necessary care. The assistant will work closely with the Protection Officer and Protection Coordinator to ensure smooth operations and effective service delivery.

Duties and Responsibilities:

• Provide administrative assistance to DARV activities as required in the assigned area.
• Assist individuals at the DARV including: Upon arrival: support with registration, identity verification, orientation, luggage, room assignment, and distribution of basic items. During their stay: assist in delivering services, monitoring conditions, distributing items, and providing clear instructions and support. Upon departure: Assist the check out in coordination with the hotel reception, rooms verification and ensure smooth transition to transport.
• Update and maintain tracking data in appropriate databases and sheets regularly.
• Support the team in maintaining an accurate list of residents and ensure timely tracking of entries and exits.
• Assist to conduct awareness sessions to inform beneficiaries of center regulations and services available to them.
• Assist in distributing food and non-food items; report stock shortages to the DARV Officer.
• Assist in monitoring service delivery (cleaning, catering, maintenance) and escalate issues to supervisors when needed.
• Provide support to external service providers and partners delivering activities at the center.
• Follow-up that vulnerable individuals receive necessary care and refer cases when required. 1
• Support all logistical and operational aspects of center activities. 1
• Report daily to the team leader or supervisor and highlight issues requiring urgent follow-up. 1
• Maintain the confidentiality and integrity of all documentation; report any breach of SOPs or codes of conduct to the team leader or management. 1
• Be available to work extended shifts and during weekends, based on operational needs and based on a rotation system. 1
• Perform any other duties as may be assigned.

Required Qualifications:
Candidates must possess a strong background in both administrative and field operations, demonstrating versatility and hands-on experience. Proficiency in Microsoft Word, Excel, and internet research is essential, as the role requires efficient management of digital tasks and documentation. Excellent communication skills, both written and verbal, are necessary for effective interaction across teams and with clients. Additionally, candidates should have good organizational and time management skills, basic proficiency in data entry and reporting tools, and the ability to follow procedures and instructions accurately. Strong interpersonal and communication skills are also required, along with the ability to work in shifts, including weekends and overnight.

Educational Background:
The educational requirements for this position include four years of working experience with secondary (high school) education or two years of working experience with a bachelor’s degree. Candidates must have graduated from accredited universities listed in the UNESCO World Higher Education Database.

Experience:
The position requires a strong background in both administrative and field operations, showcasing versatility and hands-on experience. Candidates should have a proven track record of managing administrative tasks effectively and supporting field operations in a dynamic environment. Experience in working with vulnerable populations and understanding their needs is highly desirable.

Languages:
Fluency in French is required for this position, both oral and written. Knowledge of Arabic and English is desirable, as IOM’s official languages include English, French, and Spanish. Proficiency in the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Algeria will be eligible for consideration. The appointment will be contingent upon certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. 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, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process and only accepts duly completed applications submitted through the IOM online recruitment system.