Administrative Assistant - International Organization for Migration (IOM)

Job Info

•  Job Identification 15392
•  Posting Date 06/04/2025, 10:26 AM
•  Locations Bujumbura, BI
•  Apply Before 06/08/2025, 09:59 PM
•  Job Schedule Full time
•  Job Shift Day
•  Contract Type Special Short Term Graded (Up to 9 months)
•  Vacancy Type Special Vacancy Notice
•  Recruiting Type General Service
•  Grade G-4

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 candidates are considered first-tier candidates.

 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.   

•  Provide general administrative support to the CoM in daily activities in the mission, coordination amongst units and senior management.
•  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.
•  Assist to arrange internal and external meetings for the CoM, assist visitors and organize CoM's calendar.
•  Review all documentation prior to going to CoM for signing and maintain a filing system, ensuring safekeeping of confidential materials.
•  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.
•  Maintain in/out correspondences, track response preparation within the mission.
•  Prepare Travel Authorization, Security clearance, travel agendas and other relevant travel documents for CoM official travels.
•  Assist to prepare Note Verbal to MoFA and other diplomatic agencies for the CoM and other IOM Units.
•  Maintain office for the CoM
•  Screens and responds to telephone and massages as assigned by the CoM.
•  Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the CoM's office.
•  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.
•  Maintain high degree of confidentiality.
•  Any other duty within the incumbent's capabilities as assigned by the Chief of Mission.

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