Overview
The Administrative Associate will be responsible for administrative duties within the Country Office, assisting in the management of administrative tasks and supporting programme and resource management staff.
Tasks Summary
- Assist in the management of administrative tasks, including organizing and writing minutes of meetings, retention of schedules and calendars, management of phone calls, registering messages and providing logistic support.
- Manage the arrangement of the CoM’s duty travels including Travel Requests (TR), UNDSS security clearance, hotel bookings and Travel Expenses Claims (TEC).
- Coordinate all correspondence, provide administrative support to Programme and Resource Management staff for all official correspondence.
- Draft, coordinate and/or prepare the follow-up of emails and documents for the CoM.
- Maintain an efficient filing system for official correspondence, directives, and relevant emails, including the maintenance of the classification system and databases.
- Perform daily management of emails received on the standard IOM Morocco (Rabat) email box and dispatch requests accordingly.
- Informally translate invitations, letters, and short documentations from Arab to English/French and/or vice versa addressed to the CoM, as needed.
- Contribute to the preparation of national / international events, including visits, travels, and reservations of hotel.
- Develop and update the mission’s events calendar.
- Ensure all official correspondence to Government, partners, other IOM offices is dispatched timely and effectively.
- Assist in preparing visa applications document and handle diplomatic card documents processing.
- Create and maintain updated databases of IOM contacts.
- Perform such other related duties as may be assigned by the supervisor.
Experience Requirements
- High school diploma with five years of relevant experience; or, Bachelor’s degree with three years of relevant professional experience.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Qualification Requirements
• High school diploma or Bachelor’s degree in Business Administration or related fields from an accredited institution.
