Senior Administrative Associate

The Senior Administrative Associate manages and monitors complex correspondence and documentation, provides guidance to staff, arranges appointments and meetings, coordinates office support activities, and ensures administrative actions are processed efficiently. The role supports the division's operational needs and maintains organizational standards.

Responsibilities

• Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritisation, accuracy, consistency, informal translation and timeliness.
• Provide information and guidance to staff at all levels within the organisational unit; ensure understanding of intent and deadlines.
• Arrange appointments and duty travels for the division, maintain supervisor’s calendar and receive visitors.
• Organise meetings, finalise agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
• Organise and coordinate the work performed by other office support staff, where applicable. Coordinate activities across the division, including divisional issues, deadlines and other requests;
• Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
• Respond to written inquiries and draft responses to non-routine questions. Coordinate responses to sensitive enquiries on behalf of the supervisor, where applicable.
• Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices. Conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.
• Coordinate, monitor and process administrative actions for the division (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerised systems.
• Evaluate ongoing support requirements of the Division, adapt service provision to meet changing needs and solve operational problems as required.
• Ensure the initiation of a variety of transactions in the organisation’s computerised administrative systems.
• Perform such other relevant duties as maybe assigned.

Requirements

• Bachelor’s degree in Business Administration or a related field from an accredited academic institution with four years of relevant professional experience; or, High school diploma with six years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organise paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organisations, non-government or government institutions/organisation in a multi-cultural setting is an advantage.
• Experience with Microsoft SharePoint, including document management, content administration and information-sharing platforms, is an advantage.
• Thorough knowledge of resources management functions, including human resources, finance, procurement and supply chain, ICT and general administration.
• Knowledge of UN policies, instructions, procedures and administrative systems.
• Demonstrated ability to manage complex and sensitive correspondence, documentation and reporting requirements.
• Experience in management coordination, monitoring of follow-up actions and facilitation of governance processes.
• Fluency in English (oral and written) is required.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Microsoft SharePoint
• Document Management
• Content Administration
• Information Sharing Platforms
• Resource Management
• Human Resources Management
• Finance
• Procurement
• Supply Chain Management
• Information and Communications Technology
• General Administration
• UN Policies and Procedures
• Correspondence Management
• Reporting
• Management Coordination
• Governance Mechanisms Facilitation

Languages

English