Administrative Support for RE2CLID Project

Job Posting Organization:
The International Organization for Migration (IOM) is the UN Migration Agency, established in 195

• It has 175 member states and operates in over 400 field locations worldwide. IOM is dedicated to the principle that humane and orderly migration benefits migrants and society. The organization works with partners, governments, and civil society to address operational challenges of migration, advance understanding of migration issues, encourage social and economic development through migration, and uphold the dignity and well-being of migrants and mobile populations. IOM has been involved in migration, environment, climate change, and disaster risk reduction for over 30 years, focusing on enhancing resilience and self-reliance of displacement-affected communities in Sub-Saharan Africa, particularly in the Lake Tanganyika Basin region, which includes Burundi, the Democratic Republic of Congo, and Tanzania. The organization aims to manage environmental migration and provide solutions for people affected by climate change and disasters.

Job Overview:
The position involves supporting the implementation of the RE2CLID project in Burundi, focusing on specific objectives related to disaster risk reduction and climate change adaptation. The incumbent will provide comprehensive administrative, logistical, and financial support, working closely with the relevant IOM support units and programs. The role requires managing appointments, coordinating office support services for meetings and events, preparing minutes, and ensuring effective communication within the unit. The incumbent will also be responsible for monitoring administrative actions, supporting procurement processes, and liaising with finance and relevant units to ensure compliance with donor requirements. The position demands strong organizational skills and the ability to manage multiple priorities in a fast-paced environment, contributing to the overall success of the project.

Duties and Responsibilities:
The duties and responsibilities for this position include: screening requests for appointments, maintaining calendars, confirming schedules, and arranging appointments; coordinating office support services for meetings, trainings, and special projects; attending meetings and preparing minutes; reviewing and processing incoming mail and correspondence; performing quality control functions for outgoing documents; monitoring contract extensions and requests for temporary staff; providing administrative and logistical support to program implementation; assisting in administrative processes such as travel arrangements and payment requests; researching and compiling background information for reports and briefs; monitoring and processing administrative actions in IOM's computerized systems; supporting procurement processes; liaising with finance for payment verification; assisting with internal and external communications; creating and maintaining filing systems; and performing other duties as required.

Required Qualifications:
The required qualifications for this position include a high school diploma with five years of relevant experience or a Bachelor's degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience. Proficiency in Microsoft Office applications is essential, along with strong attention to detail, organizational skills, and the ability to work harmoniously with colleagues from diverse backgrounds. Experience in disaster risk reduction and response, as well as working with vulnerable groups such as migrants and refugees, is advantageous. Familiarity with IOM administrative systems and workflows is also preferred.

Educational Background:
Candidates must possess either a high school diploma with five years of relevant experience or a Bachelor's degree in Business Administration or related fields from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized and quality education that prepares them for the responsibilities of the position.

Experience:
Candidates should have a minimum of three years of relevant professional experience if they hold a Bachelor's degree, or five years if they have a high school diploma. Experience in administrative support, particularly in disaster risk reduction and response, is preferred. Additionally, prior work experience with international humanitarian organizations or in a multi-cultural setting is advantageous, as it demonstrates the ability to navigate complex environments and work effectively with diverse teams.

Languages:
IOM's official languages are English, French, and Spanish. Proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments. Candidates should be prepared to demonstrate their language skills as part of the application process, as effective communication is crucial for the role.

Additional Notes:
This position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for Burundi will be considered. The appointment will be contingent upon medical fitness certification, verification of residency, and compliance with government regulations. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM has a zero-tolerance policy regarding conduct that is incompatible with the organization's aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.