Administrative Assistant at International Organization for Migration – IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

With 151 member states, a further 12 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

IOM works in the four broad areas of migration management:

Migration and development
Facilitating migration
Regulating migration
Forced migration.
IOM activities that cut across these areas include the promotion of international migration law, policy debate and guidance, protection of migrants’ rights, migration health and the gender dimension of migration.

IOM Nigeria commenced activities in 2001 and focused its interventions on counter trafficking activities, migration issues, return and reintegration of stranded migrants especially to Liberia, and Voluntary Returns from abroad.
Under the overall supervision of Head, Resource Management Officer (SRMO) and direct supervision of Resource Management Officer (RMO), and in collaboration with relevant unit at the Administrative Centres, the Administrative Assistant will be responsible and functional in Sub-Office in Kano Nigeria.

Responsibilities

Screen requests for appointments with supervisor, maintain supervisor’s calendar, confirm mutually convenient schedules and arrange appointments, receive visitors, place and screen telephone calls. Respond to queries and correspondence, often of a sensitive, confidential or technical nature.
Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events. Attend meetings, prepare minutes, monitor follow-up activities and make arrangements for formal editing, translation, etc., of documents and publications.
Review, record, distribute and process incoming mail and correspondence, follow-up on pending actions, prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures. Carry out quality control functions for outgoing documents, proofread texts for adherence to format, grammar, punctuation and style.
Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up. Coordinate with other units to support smooth running and to expedite work within the unit.
Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches, generate a variety of statistical and other reports from various databases.
Monitor and process administrative actions (Human Resources (HR), contracts, procurement, accounting, finance, logistics) in the International Organization for Migration’s (IOM) computerized systems.
Create and maintain the work unit’s filing and reference systems, review the efficiency of office procedures and make suggestions for improvements and update office websites.
Perform such other relevant duties as maybe assigned.

Qualifications

Required Qualifications and Experience

Education

Bachelor’s degree in Business Administration or a related field from an accredited institution with three years of relevant professional experience; or,
High school diploma with five years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
Attention to detail, ability to organize paperwork in a methodical way;
Discreet, details and clients-oriented, patient and willingness to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

Administration and Finance processes
In depth knowledge of the broad range of migration related subject areas dealt with by the organization.
Knowledge of UN and bilateral donor programming
Knowledge of Financial rules and regulations and procurement and Human resources processes