Administrative Assistant (Policy)- G4

Responsibilities

• Provide administrative support to the Policy and Liaison Unit, and the Regional Migrant Response Plan (MRP), including the drafting of meeting reports and minutes, routine correspondence, as well as IOM documents and forms related to IOM operational and administrative matters.
• Assist in the preparation and organization of meetings and events (such as conferences, workshops, training) in coordination with appropriate Regional Office and Country Office staff for the RPLU and the MRP.
• Support routine administrative tasks related to the implementation and monitoring of multi‑year and multi‑country EU GCM project activities, as directed by the supervisor.
• Provide administrative support for project activities by assisting in collecting updates from Country Offices, organizing documentation, and helping track follow‑up actions as directed
• Assist in organizing regular RMRP meetings with IOM RMRP Focal Points and RMRP partners and support with documenting the outcomes and follow-up on actions from the meetings.
• Provide administrative support for interactions with regional bodies (e.g., COMESA, SADC, AC, IGAD), UN Country Networks, and government counterparts, including assisting with scheduling, preparing routine documents, and maintaining related records
• Assist in preparing and formatting public information documents, presentations, website content and reports on IOM activities, for internal and external distribution.
• Assist the RPLO by gathering and organizing information needed for agendas and concept notes and support the preparation of background materials and documentation as requested on a broad range of subjects relevant to IOM’s policy activities in the EHSA region.
• Assist the SRPLO in collecting inputs from Country Offices and compiling the information into the required formats for review.
• Support the SRPLO with routine administrative tasks related to the Regional UN Network on Migration, including scheduling meetings and maintaining documentation.
• Assist the SRPLO with policy knowledge‑sharing and regional knowledge management activities by helping organize documents, upload materials, and maintain the Unit’s SharePoint and other knowledge management tools as instructed.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in political science, international relations, social sciences or a related degree from an accredited academic institution with two years of relevant experience, or 
• High school diploma with four years of relevant experience.