Administrative Assistant (G-4)

Under the supervision of the Chief of Mission (CoM) and in accordance with instructions received from the Chief of Mission, the Administrative Assistant will support the mission in the implementation of general administrative duties to support the Chief of Mission and IOM mission in Burundi. The role involves providing general support to the Chief of Mission in the overall coordination of mission management, programme activities, coordination with international, national, and local authorities, programme implementation, and coordination amongst senior management. The Administrative Assistant will coordinate with the main office, clinic, transit center, and the current five sub-offices. Key responsibilities include providing administrative support to the CoM, compiling and preparing documents for regional office, headquarters, resident coordinator, and counterparts, arranging internal and external meetings, reviewing documentation prior to submission for signing, maintaining filing systems, and preparing travel authorizations and security clearances. The role also involves maintaining contacts with ministries, UN agencies, NGOs, media, private sector, and other parties, preparing briefing packs, managing correspondences, and performing executive secretarial duties. The position requires maintaining high confidentiality and handling sensitive materials.

Bachelor’s Degree in International Studies or related field with 2 years of administrative experience; OR School Diploma with 4 years of administrative experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. Essential experience working with UN agencies, NGOs, companies, and banks or international organizations. Relevant experience in administrative work. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar and schedule management, document preparation and filing, travel and logistics arrangements. Strong written and verbal communication skills; organizational and multitasking abilities; discretion and confidentiality; teamwork and interpersonal skills; adaptability and willingness to learn. Fluency in English and French is required. All IOM staff must be fluent in one of IOM’s official languages (English, French, Spanish).