Administrative Support

Job Posting Organization:
The International Organization for Migration (IOM) is an 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 operates in over 100 countries worldwide. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they live in. IOM's mission includes providing assistance to migrants in need, supporting governments in managing migration effectively, and addressing the challenges posed by migration in a globalized world.

Job Overview:
The Administrative Support position is crucial for ensuring the smooth day-to-day operations of IOM's programs. The role involves providing comprehensive administrative assistance, which includes managing travel arrangements, procurement processes, and logistical support for various program activities. The successful candidate will be expected to maintain accurate administrative records, support compliance with IOM's procedures, and assist in reporting and budgeting processes. This position requires a proactive approach to problem-solving and the ability to work collaboratively with diverse teams to achieve program objectives. The candidate will also be responsible for organizing meetings, trainings, and workshops, ensuring that all logistical aspects are handled efficiently. Overall, this role is integral to the operational success of IOM's initiatives in the region.

Duties and Responsibilities:

• Provide administrative support to ensure smooth day-to-day program operations.
• Facilitate travel and mission arrangements by preparing travel authorizations, coordinating logistics, and ensuring compliance with IOM travel procedures.
• Process procurement and administrative requests by preparing purchase requests and tracking procurement status.
• Organize meetings, trainings, and workshops, including venue arrangements and participant logistics.
• Maintain administrative records and documentation to support compliance and audit readiness.
• Assist in reporting and budgeting processes by providing necessary documentation and administrative data.
• Perform additional duties as assigned by the supervisor to support program objectives.

Required Qualifications:
Candidates must possess strong organizational and administrative skills, with a keen attention to detail. The ability to manage multiple tasks and prioritize workloads effectively is essential. Strong communication and interpersonal skills are required to work effectively with colleagues from diverse backgrounds. Proficiency in Microsoft Office applications (Word, Excel, Outlook) is mandatory, and knowledge of IOM administrative systems and procedures is an advantage. Candidates should demonstrate a commitment to IOM's values of inclusion, integrity, professionalism, courage, and empathy.

Educational Background:
A high school diploma with four years of relevant experience is required, or a Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized and quality education.

Experience:
A minimum of four years of relevant experience in administrative or program support roles is required. Candidates should have experience supporting program or project teams in an international or humanitarian organization, as well as experience coordinating travel, procurement requests, and logistics. Familiarity with financial or administrative documentation is also necessary, and experience in donor-funded project environments is considered an advantage.

Languages:
IOM’s official languages are English, French, and Spanish. Proficiency in the required language(s) will be specifically 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.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Mozambique will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. The selection process may 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 its aims and objectives, including discrimination and harassment. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system.