Administrative Assistant (Office of the Chief of Mission)

International Organization for Migration

Company Website

http://www.iom.int

Company Email

iombanjul@iom.int

Job Type

Contract

Location

Banjul, Gambia

Address

46 Pipeline Road Kairaba Avenue Serekunda, Gambia

Description :

Under the direct supervision of the Chief of Mission, the successful candidate will be responsible for providing administrative and program support to the Office of the Chief of Mission.

CORE FUNCTIONS / RESPONSIBILITIES

Provide support to the Office of the Chief of Mission by:

  • Scheduling and coordinating meetings
  • Maintaining the calendar of the Chief of Mission
  • Typing/preparation of documents, official letters and Note Verbales as may be required
  • Note taking (minutes), preparation and dissemination of all meeting notes
  • Placing and receiving calls on behalf of the Chief of Mission and liaising with relevant governmental and non-governmental entities, international organizations as well as other relevant stakeholders by letters, phone, email etc.
  • Editing and sending official correspondences
  • Preparing and disseminating correspondence by email, fax or regular mail;
  • Assisting in the preparation of reports;
  • providing logistical, technical and administrative assistance in organizing workshops and meetings, attend internal meetings with project partners, government counterparts and relevant stakeholders, which includes but is not limited to preparing of purchase requisitions, travel authorizations and liquidation, minute-taking, etc
  • Making reservations for accommodations and prepare itineraries for travel for the Chief of Mission and other officials as necessary.
  • Arranging hospitality and documents for international meetings on behalf of the Chief of Mission.
  • Ensuring effective management of office records, files and directories.
  • Keeping all contact directories updated
  • Keeping all documentations duly filed
  • Photocopying
  • Performing any other duties as may be assigned.

DESIRED QUALIFICATIONS AND EXPERIENCE

Education

  • University degree from an accredited institution in Public Administration, International Relations, Social Science, Law, Humanitarian Affairs or related field
  • An equivalent combination of related educational and professional experience.

Experience

  • Four years of experience (or two years for candidates holding University Degree) in the field of migration issues including operational and field experience or related field;
  • Knowledge of social development issues as well as general migration related issues in the country and the region;
  • Solid knowledge of project development, administration and evaluation concepts and procedures;
  • Proven ability to establish and maintain professional, diplomatic working relations with relevant Government counterparts, international organizations, civil society organizations/NGOs, and private sector entities – an advantage;
  • Demonstrated knowledge of information technology and proficiency in Microsoft Office applications, especially Excel, Word, PowerPoint, Publisher, and SharePoint;
  • Experience in supporting aspects of project management and familiarity with international standards and EU regulations is advantageous, preferably within the United Nations or within the international humanitarian field – an advantage.

Languages

  • English and local language are required.

IOM will only accept applications which includes a cover letter (not more than one page) and résumé highlighting the required education and experience or a duly completed IOM Personal History Form (for internal candidates). Soft-copies sent via email are preferred to: iombanjul@iom.int

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