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.
Organizational Context and Scope
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.
- 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.
- 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.
Education
- High school diploma with five years of relevant professional experience.
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,
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
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: English
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
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.
No late applications will be accepted. Only shortlisted candidates will be contacted.