Administrative Assistant

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 offices in over 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they are part of. IOM is dedicated to ensuring that migration is safe, orderly, and dignified, and it works to provide support in various areas including health, humanitarian assistance, and development.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Migration Health Assessment Centre (MHAC) in Bujumbura, Burundi. This position is vital for ensuring the smooth operation of administrative duties within the clinic. The successful candidate will work under the supervision of the Chief of Mission and the head of the Clinic, contributing to the overall efficiency of the MHAC. The role encompasses a variety of administrative tasks, including document management, communication with embassies, and maintaining inventory and procurement processes. The Administrative Assistant will also be responsible for ensuring compliance with internal control mechanisms and providing feedback on staff allocation. This position requires a proactive approach to problem-solving and a commitment to improving administrative processes.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: maintaining internal office administrative support procedures such as document tracking, filing, and archiving; assisting in the management of the e-archiving system for medical files; preparing mail out lists for embassies and liaising with them regarding the processing status of immigrants; setting up and maintaining an orderly storage system for medical documents; photocopying and scanning medical documents; suggesting improvements to internal control mechanisms; receiving and updating medical documents in the database; maintaining an inventory of supplies and organizing procurement; coordinating facility maintenance; administering petty cash; ensuring correctness of travel authorizations; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited institution, along with at least two years of relevant working experience. Alternatively, candidates with a Secondary School Diploma and at least four years of relevant experience will also be considered. Knowledge and experience in administration, procurement, or accounting are essential, and experience working with refugees or migrants in a medical setting is advantageous. Previous experience with NGOs or international organizations is also preferred. Candidates should demonstrate accuracy in handling and reporting data, as well as possess strong organizational and communication skills.

Educational Background:
The educational requirements for this position include a Bachelor’s degree in Administration Management, Medical Administration, or a related field from an accredited academic institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Alternatively, candidates may qualify with a Secondary School Diploma, provided they have at least four years of relevant working experience. This educational background is essential for understanding the administrative and medical contexts in which the Administrative Assistant will operate.

Experience:
The position requires candidates to have a minimum of two years of relevant working experience if they hold a Bachelor’s degree, or at least four years of relevant experience if they have a Secondary School Diploma. Experience in administration, procurement, or accounting is necessary, and familiarity with working in a medical setting, particularly with refugees or migrants, is highly desirable. Candidates should also have a proven track record of accuracy in data handling and reporting, which is critical for the administrative functions of the role.

Languages:
Fluency in both written and spoken English and French is required for this position. Additionally, fluency in Kirundi and Swahili, both oral and written, is considered a desirable asset. The proficiency in these 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 candidates should be prepared to demonstrate their language skills during the recruitment process.

Additional Notes:
This position is classified as a Special Short Term Graded contract, with an initial duration of 6 months, extendable up to 9 months depending on funding and organizational needs. The recruitment is open to both internal and external candidates, with a preference for those holding a valid residence and work permit for Burundi. The selection process may also be used to fill similar positions in various duty stations. Candidates must be medically fit for appointment, and the organization adheres to a zero-tolerance policy regarding misconduct. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.