Administrative Assistant

The International Organization for Migration (IOM) in Afghanistan implements multi-donor programmes across various units/projects at the Country Office in Kabul. Under the direct supervision of the Senior Programme Associate (RSU) and the Programme Coordinator (CEA) in collaboration with relevant Resource Management Units at Mission level, the successful candidate will be responsible and accountable for supporting all aspects of project administrative and financial management under RSU and CEA programmes. 

The incumbent is expected to carry out the duties in accordance with the strictest ethical standards and with due respect for gender and socio-cultural sensitivities.

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants' contracts;
9. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets for tracking administrative tasks and support presentations to programmatic staff on administrative processes/procedures; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
10. Perform other duties as required Education
    • High school diploma with four years of relevant experience; or,
    • Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • 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
        • Ability to work effectively in high-pressure, rapidly changing environments; 
        • Demonstrated ability to establish and maintain effective relationships with implementing partners;
        • Ability to compile and holistically analyze diverse datasets. Languages

          For this position, fluency in Fluency in English, Dari and Pashto is required (oral and written).

          IOM’s official languages are English, French and Spanish. 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 three 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.
11. Courage: Demonstrates willingness to take a stand on issues of importance.