Project Assistant

Under the supervision of the Head of Office and Project Coordinator, the Project Assistant provides administrative, programmatic and logistical support to the Migration Governance, Border and Mobility Unit. The role involves organizing meetings, managing correspondence, assisting with travel and procurement processes, and supporting the overall office operations.

Responsibilities

• Arrange appointments for the Migration Governance, Border and Mobility Unit staff, receive visitors, place and screen telephone calls and respond to routine requests for information.
• Provide administrative, programmatic and logistics support to meetings, committees, conferences and workshops.
• Provide technical and operational support to organization of trainings, booking of venues and assisting with logistics.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
• Provide assistance in the administrative processing consultants' contracts.
• Provide assistance with travel requests and expense claims.
• Provide assistance purchase requests, payments and introducing information in Wave platform.
• Regular coordination with staff in IOM Admin/Finance Management Unit.
• Conduct other duties as may be assigned by the Head of Office/National Program Coordinator.

Requirements

• High school diploma with four years of relevant experience; or, Bachelor's degree in Business Administration or related fields from an accredited institution with two years of relevant professional 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;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Email Management
• Outlook
• Administrative Support
• Programmatic Support
• Logistical Support
• Meeting Organization
• Correspondence Management
• Travel Coordination
• Procurement Procedures
• Office Operations Coordination
• Migration Knowledge
• UN Programming Knowledge
• Bilateral Donor Programming
• Financial Rules Knowledge

Languages

English