IOM: Administrative Associate – Bujumbura

Job Summary

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Key Responsibilities

1. Screen requests for appointments with the Cluster Coordinator, DRR-CCA unit and and other relevant units involved in RE2CLID; maintain the unit’s calendars; 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;
2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
3. 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;
4. Perform a variety of administrative duties, e.g. monitor contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
5. Provide administrative and logistical support to programme implementation, including assisting DRR-CCA programme staff and other relevant units involved in RE2CLID, with coordination of field activities, follow-up on activity planning, preparation of supporting documents, and liaison with relevant units to facilitate timely implementation and coordination of project activities.
6. Assist in administrative processes, including coordination of travel arrangements, preparation of travel authorizations and expense claims, submission and follow-up of payment requests, procurement documentation, and information research.
7. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches.
8. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM”s computerized systems;
9. Support procurement processes, including preparing and submitting purchase requests, organizing procurement of equipment, supplies and services, follow-up with Procurement and Logistics to ensure compliance with donor and IOM requirements, and liaising with the DRC and Tanzania missions when required for regional procurement actions under the Cluster.
10. Liaise with Finance and relevant units to prepare, verify, and follow up on payments and financial documentation; support checks on donor eligibility, accuracy and completeness of supporting documents; and provide additional coordination support to the Cluster Finance Officer and Finance Support Officer for regional financial processes involving the DRC and Tanzania missions.
11. Support internal and external communications, including liaising with the Communications Unit for visibility materials and dissemination of information; assist in implementing Accountability to Affected Populations (AAP) activities and provide assistance with PSEAH-related requirements in line with IOM standards.
12. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; and,
13. Perform other duties as required.

Required Qualifications

Required Qualifications and Experience

Education

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

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;
• Experience providing support in disaster risk reduction and response, or emergency environments is an advantage.
• Good operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds.
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups is an advantage.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Strong administrative, organizational and coordination skills, with the ability to manage multiple priorities, meet deadlines, and support unit operations in a fast-paced environment.
• Good knowledge of procurement and finance support procedures, including preparation of purchase requests, payment follow-up, and basic understanding of donor compliance requirements (EU preferred).
• Ability to draft, format and proofread documents with accuracy and attention to detail, ensuring consistency with IOM templates and visibility guidelines.
• Strong communication and interpersonal skills, with the ability to liaise professionally with colleagues, partners, government counterparts and field teams.
• Basic understanding of disaster risk reduction, climate change adaptation, and climate-related human mobility sufficient to support activity implementation and follow project requirements.
• Understanding of Accountability to Affected Populations (AAP) and PSEAH principles, and ability to support related coordination and reporting tasks.
• Capacity to work effectively with diverse teams, including coordination with regional missions (DRC, Tanzania), external service providers, and local stakeholders.
• Familiarity with IOM administrative systems and workflows (e.g., PRISM/WAVE, e-procurement, HR/finance modules) is an advantage.

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, fluency in English, French and Kirundi is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Please refer to this link for guidance on IOM Job Category.

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies