Senior Administrative Associate

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a significant player in the field of migration management. The organization aims to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM's mission includes addressing the challenges of migration, providing humanitarian assistance, and supporting the development of policies that respect the rights of migrants. With a workforce of thousands of employees worldwide, IOM is committed to fostering a diverse and inclusive work environment that reflects the communities it serves.

Job Overview:
The Senior Administrative Associate will play a crucial role in managing the administrative functions of the IOM office in The Hague. This position requires a high level of organization and attention to detail, as the incumbent will be responsible for overseeing a large volume of complex correspondence and documentation, which often involves sensitive information. The role demands effective communication and collaboration with various units within the organization, ensuring that all administrative tasks are executed efficiently and in accordance with corporate standards. The Senior Administrative Associate will also be tasked with arranging appointments, managing the supervisor's calendar, and organizing high-level meetings, which includes preparing agendas and taking minutes. This position is vital for maintaining the smooth operation of the office and supporting the Chief of Mission and Resources Management Officer in their duties.

Duties and Responsibilities:
The Senior Administrative Associate will have a wide range of responsibilities, including but not limited to: managing and monitoring complex correspondence and documentation; ensuring appropriate routing and prioritization of sensitive issues; providing guidance to staff at all levels; arranging appointments and travel; maintaining the supervisor's calendar; organizing high-level meetings and ensuring the production of necessary documentation; coordinating the work of other office support staff; establishing internal procedures for correspondence; responding to inquiries and drafting responses; coordinating administrative actions such as human resources and procurement; evaluating ongoing support requirements; and performing other duties as required. The role requires a proactive approach to problem-solving and the ability to adapt to changing needs within the office.

Required Qualifications:
Candidates must possess a high school diploma with six years of relevant experience, or a Bachelor's degree in Business Administration or a related field from an accredited institution with four years of relevant professional experience. Accredited universities are those listed in the UNESCO World Higher Education Database. The ideal candidate will have prior experience working with international humanitarian organizations or government institutions in a multicultural setting, demonstrating the ability to manage complex documentation and streamline workflows. Knowledge of internal IOM systems and procedures, particularly experience with Oracle, is considered an advantage. Candidates should also exhibit discretion, attention to detail, and a client-oriented approach.

Educational Background:
The educational background required for this position includes a high school diploma or a Bachelor's degree in Business Administration or a related field from an accredited institution. The degree must be from a recognized university listed in the UNESCO World Higher Education Database. This educational foundation is essential for understanding the administrative and operational functions of the IOM and for effectively managing the diverse tasks associated with the role.

Experience:
Candidates should have a minimum of four years of relevant professional experience if they hold a Bachelor's degree, or six years if they possess only a high school diploma. Experience in international humanitarian organizations or government institutions is highly advantageous. The candidate should demonstrate a proven ability to coordinate complex administrative activities and manage documentation in compliance with organizational standards. Familiarity with IOM's internal systems and procedures, particularly Oracle, is beneficial, as is experience in managing entitlements and benefits accurately.

Languages:
Fluency in English, both oral and written, is mandatory for this position. A working knowledge of Dutch is desirable, as it may enhance communication within the local context. IOM's official languages include English, French, and Spanish, and proficiency in these languages may be evaluated during the selection process through written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for the Netherlands will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. The selection process may also be used to fill similar positions in various duty stations. Candidates should note that IOM has a zero-tolerance policy regarding conduct that contradicts the organization's aims, including discrimination and harassment. Furthermore, IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.