Administrative Associate (Travel)

About the role

The Administrative Associate (Travel) works in the Administrative Support Unit of the Executive Office, under the Executive Officer Director and directly under the Executive Assistant to the Director General. The unit handles the administrative duties of the Executive Office, and the post covers travel arrangements, scheduling, correspondence and general office administration.

Key responsibilities

• Arrange duty travels of officials, including flights and accommodation, and prepare travel authorizations, security clearance and requirements such as visa applications and travel advances
• Finalize travel expense claims with the Accounting Division and Central Accounting Support
• Screen appointment requests, maintain officials' calendars, confirm schedules, arrange appointments, receive visitors and handle calls
• Respond to queries and correspondence, often sensitive, confidential or technical, and prepare draft replies
• Coordinate office support for meetings, trainings, seminars, committees and events; attend meetings, prepare minutes and follow up on actions
• Make arrangements for editing and translation of documents and publications
• Process incoming mail, follow up pending actions and proofread outgoing documents for format, grammar and style
• Handle administrative tasks such as contract extensions, temporary staff requests, leave and attendance recording, and budget preparation
• Compile background material for reports, briefs and speeches, generate statistical reports from databases, and monitor administrative actions in IOM's computerized systems
• Maintain filing and reference systems, suggest improvements to office procedures and update office websites

Required profile

• Bachelor's degree in Business Administration or a related field with two years of relevant experience, or high school diploma with four years of experience
• Fluency in English and French (oral and written); working knowledge of another UN official language is an advantage
• Experience with international humanitarian organizations or multi-cultural institutions is an advantage
• Attention to detail, organization, discretion and willingness to learn

Required skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to organize paperwork methodically