Administrative Assistant

The Administrative Assistant supports the Chief of Mission and the IOM mission in Burundi by performing general administrative duties, coordinating mission management and programme activities, and liaising with various stakeholders. The role involves document preparation, meeting coordination, travel arrangements, and maintaining confidential records.

Responsibilities

• 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.

Requirements

• Bachelor’s Degree in International Studies or related field with 2 years of administrative experience.
• Or; School Diploma with 4 years of administrative experience.
• Experience working with UN agency, NGO’s Companies and Banks or international organization (Essential).
• Relevant experience in the administrative work.
• 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.
• Fluency in English and French is required.

Skills

• Administrative Experience
• International Organization Experience
• Microsoft Office Suite
• Calendar Management
• Schedule Management
• Document Preparation
• Filing
• Travel Arrangements
• Logistics Coordination
• Written Communication
• Verbal Communication
• Confidentiality Management
• Meeting Coordination
• Stakeholder Liaison
• Multitasking
• Organizational Skills

Languages

English, French