Administrative Assistant

AI summary

IOM is recruiting a locally recruited Administrative Assistant for its Sub-Office in Kano, Nigeria. The role involves managing appointments, correspondence, office support services, and administrative systems. Candidates need a Bachelor’s degree with three years’ experience or a high school diploma with five years’ experience.

• Locally recruited GS-5 position in Kano, Nigeria
• Bachelor’s degree with 3 years’ experience or high school diploma with 5 years’ experience required
• Involves calendar management, correspondence, meetings, and administrative systems
• Internal and external candidates may apply

Original source description

Introduction Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration 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 and internal-equivalent candidates are considered as first-tier candidates. Organizational Context and Scope Under the overall supervision of Head, Resource Management Officer (SRMO) and direct supervision of Resource Management Officer (RMO), and in collaboration with relevant unit at the Administrative Centres, the Administrative Assistant will be responsible and functional in Sub-Office in Kano Nigeria. Responsibilities: Screen requests for appointments with supervisor, maintain supervisor’s calendar, 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. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events. Attend meetings, prepare minutes, monitor follow-up activities and make arrangements for formal editing, translation, etc., of documents and publications. 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. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up. Coordinate with other units to support smooth running and to expedite work within the unit. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches, generate a variety of statistical and other reports from various databases. Monitor and process administrative actions (Human Resources (HR), contracts, procurement, accounting, finance, logistics) in the International Organization for Migration’s (IOM) computerized systems. Create and maintain the work unit’s filing and reference systems, review the efficiency of office procedures and make suggestions for improvements and update office websites. Perform such other relevant duties as maybe assigned. Qualifications Required Qualifications and Experience: Education: Bachelor’s degree in Business Administration or a related field from an accredited institution with three years of relevant professional experience; or, High school diploma with five years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education: Database. 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; and, Prior work experience: with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. Skills Administration and Finance processes In depth knowledge of the broad range of migration related subject areas dealt with by the organization. Knowledge of UN and bilateral donor programming Knowledge of Financial rules and regulations and procurement and Human resources processes 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: English 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 Required Skills Job info Contract Type: Special Short Term Graded (Up to 9 months) Initial Contract Duration: 6 Org Type: Country Office - Sub Office Vacancy Type: Special Vacancy Notice Recruiting Type: General Service Grade: G-5 Is this S/VN based in an L3 office or in support to an L3 emergency response?: No At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead. Before applying, please make sure that you have read the requirements: for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager. Summary by Impactpool The International Organization for Migration (IOM) is seeking an Administrative Assistant to support the Resource Management Officer in Kano, Nigeria. The role involves managing the supervisor's calendar, coordinating office support services, and handling correspondence. The candidate will also perform various administrative duties, including budget preparation and maintaining filing systems. This position requires attention to detail and proficiency in Microsoft Office applications. Candidate Requirements: Bachelor’s degree in Business Administration or related field Three years of relevant professional experience: or five years with a high school diploma Proficient in Microsoft Office applications Attention to detail and organizational skills Experience: with international humanitarian organizations is an advantage Fluency in English Fellowship Master the recruitment process of the impact sector! Become a fellow and gain access to Impactpool's premium material that will boost your career in the impact sector Explore fellowship Show IOM - International Organization for Migration that you are interested in them Recruiters from the organization will be able to view your profile, contact you for current & future vacancies and engage you on opportunities that match your skills and interest. Connect with organization Administrative Assistant IOM - International Organization for Migration Kano National GS-5, General Service - No need for Higher Education: - Locally recruited position level Speaks English Apply