Administrative Officer

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It serves as the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. The organization is committed to ensuring a workplace where all employees can thrive professionally, while harnessing the full potential of migration. IOM operates in numerous countries worldwide, focusing on various aspects of migration management and providing support to migrants and governments alike.

Job Overview:
The Administrative Officer position is crucial for the effective functioning of the Comptroller’s Office within the Department of Finance and Administrative Management (DFAM) at IOM. The role involves providing comprehensive management, administrative, and coordination support to the Comptroller’s Office. The Administrative Officer will work under the overall supervision of the Comptroller/Director and direct supervision of the Financial Management Support Officer. The position requires close coordination with various divisions and units within DFAM to ensure high-quality administration, information management, and analytical support. The officer will contribute to timely decision-making and effective oversight across the DFAM portfolio, managing daily priorities, clearances, and workflows. This includes preparing briefs, talking points, background notes, and follow-up trackers, as well as drafting, editing, and formatting presentations and correspondence for governing bodies and senior leadership. The role also involves managing functional mailboxes, organizing meetings and events, maintaining DFAM SharePoint and Teams spaces, and assisting in the preparation of reports and publications. The Administrative Officer will play a key role in tracking financial management actions and decisions, contributing to analysis" style="border-bottom: 1px dotted #007bff !important;">financial analysis, and supporting onboarding and recruitment processes within DFAM.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Officer include:

• Providing comprehensive administrative support to the Comptroller’s Office, ensuring effective management of daily priorities and workflows.
• Preparing briefs, talking points, background notes, and follow-up trackers for management meetings.
• Drafting, editing, and formatting presentations, memoranda, notes verbale, and correspondence for senior leadership and governing bodies.
• Managing functional mailboxes, including triaging, acknowledging, assigning, and tracking correspondence and follow-up actions.
• Organizing meetings, briefings, and events, including logistics, invitations, materials, and hospitality arrangements.
• Editing and maintaining DFAM SharePoint and Teams spaces, ensuring version control and knowledge retention.
• Assisting in the preparation of DFAM reports and publications by collecting data, coordinating inputs, and conducting preliminary analysis.
• Providing analytical support, including the compilation and presentation of financial information for management use.
• Supporting the preparation of dashboards and summaries related to budget execution and financial performance. 1
• Tracking key financial management actions and decisions arising from management meetings and audits. 1
• Contributing to ad hoc financial analysis and data validation exercises. 1
• Organizing events and supporting training and team activities. 1
• Assisting with DFAM recruitment and staffing processes, including scheduling and documentation. 1
• Performing any other duties as assigned by the supervisor.

Required Qualifications:
The required qualifications for the Administrative Officer position include:

• A Master’s degree in Public Administration, Business Administration/Management, Finance, International Relations, or a related field from an accredited institution, with two years of relevant professional experience; or a Bachelor’s degree in the above fields with four years of relevant professional experience.
• Demonstrated experience in executive or administrative support functions, preferably within finance or administration in an international organization.
• Exposure to financial reporting, budget monitoring, or management information processes is considered an advantage.
• Excellent drafting, editing, and formatting skills, with strong attention to detail.
• Strong proficiency in MS Office applications (Word, Excel, PowerPoint) and collaboration platforms (SharePoint, Teams, Engage).
• Ability to organize, synthesize, and present information clearly for varying audiences, including senior management.
• Strong organizational skills, with the ability to prioritize and manage multiple tasks effectively in a fast-paced environment.

Educational Background:
Candidates must possess either a Master’s degree in relevant fields such as Public Administration, Business Administration/Management, Finance, or International Relations from an accredited institution, along with two years of relevant professional experience, or a Bachelor’s degree in the same fields with four years of relevant professional experience. This educational background is essential to ensure that candidates have the necessary theoretical knowledge and practical skills to perform effectively in the role of Administrative Officer.

Experience:
The position requires demonstrated experience in executive or administrative support functions, ideally within finance or administration in an international organization. Candidates should have a solid understanding of financial reporting, budget monitoring, or management information processes, which will be beneficial in fulfilling the responsibilities of the role. The level of experience expected is two years for those with a Master’s degree and four years for those with a Bachelor’s degree, ensuring that candidates are well-equipped to handle the complexities of the position.

Languages:
Fluency in English is required for this position, both oral and written. Additionally, working knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) is considered an advantage. The proficiency of the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments. IOM’s official languages are English, French, and Spanish, and all staff members are expected to be fluent in one of these languages.

Additional Notes:
The position is a fixed-term contract for one year, with the possibility of extension. It is classified at the P-2 grade level, indicating a professional recruiting type. The closing date for applications is set for 24 January 2026, and candidates are advised that no late applications will be accepted. The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar positions for a period of 24 months. Candidates must be mobile and willing to relocate if necessary. Appointment is subject to certification of medical fitness, security" style="border-bottom: 1px dotted #007bff !important;">security clearances, and any residency or visa requirements. IOM has a zero-tolerance policy on conduct incompatible with the aims and objectives of the United Nations and IOM, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.