Administrative Assistant

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the supervision of the Chief of Mission (CoM) and in accordance with instructions received from the Chief of Mission, the Administrative Assistant will support the mission in the implementation of general administrative duties to support Chief of Mission and IOM mission in Burundi, within the framework of IOM’s role in the UN as part of the UN country Team, Humanitarian Country Team Security Management Team and as a participant of the inter-agency response coordination mechanisms. S/he will provide general support to the Chief of Mission in the overall coordination of mission management, programme activities, coordination with International, national and local authorities,  programme implementation and coordination amongst senior management. The Administrative Assistant will coordinate with the main office, clinic and transit center and the current five sub-offices. 

NOTE : This position is opened to Nationals only. 

1. Provide general administrative support to the CoM in daily activities in the mission, coordination amongst units and senior management. 
2. Assist the CoM in compiling and preparing documents for Regional office, Headquarters, Resident Coordinator and counterparts for submission for IOM Burundi programmes, activities and various requests.
3. Assist to arrange internal and external meetings for the CoM, assist visitors and organize CoM’s calendar.
4. Review all documentation prior to going to CoM for signing and maintain a filing system, ensuring safekeeping of confidential materials.
5. Assist to maintain contacts with Ministries, UN, NGO, media, private sector, and other parties and prepare and compile IOM Burundi briefing packs  as well as other IOM Burundi materials for dissemination.
6. Maintain in/out correspondences, track response preparation within the mission.
7. Prepare Travel Authorization, Security clearance, travel agendas and other relevant travel documents for CoM official travels. 
8. Assist to prepare Note Verbal to MoFA and other diplomatic agencies for the CoM and other IOM Units. 
9. Maintain office for the CoM
10. Screens and responds to telephone and massages as assigned by the  CoM.
11. Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the CoM’s office.
12. Maintain the Mission's filing system, following IOM general guidelines. Files incoming/ Outgoing Telexes/ Faxes/ Letters and other documents accordingly. File-research as / when needed to follow-up purposes.
13. Maintain high degree of confidentiality.
14. Any other duty within the incumbent's capabilities as assigned by the Chief of Mission.

Required Qualifications and Experience

Education

• Bachelor’s Degree in International Studies or related field with 2 years of administrative experience.

  Or;

• School Diploma with 4 years of administrative experience.     

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience working with UN agency, NGO’s Companies and Banks or international organization (Essential)
• Relevant experience in the administrative work.

Skills

• Administrative knowledge like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook),calendar and schedule management, document preparation and filing, travel and logistics arrangements

• Communication skills like strong written and verbal communication, organizational and multitasking abilities, discretion and confidentiality, teamwork and interpersonal skills, adaptability and willingness to learn

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, Fluency in English and French are required.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies