Job ID
45173
Job Title
JR 17457- Administrative Associate
To work for
IOM | International Organization For Migration
Country
Syria
City
Damascus
Field of Work
Administrative
Job Type
Full time
Military service
Not Specified
Minimum Education Level
Baccalaureate
Responsibilities
1. Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
4. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
5. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;
7. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
8. Support with visa/residence issues, preparations of the Note Verbale and tracking tool for efficient coordination and follow up actions
9. Coordinate registration of the incoming/outgoing correspondence and assigning/communicating with the related staff for the follow up actions
10. Coordinate registration of the agreements/contracts/service agreements/letters.
11. Perform other duties as required.
2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
4. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
5. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;
7. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites;
8. Support with visa/residence issues, preparations of the Note Verbale and tracking tool for efficient coordination and follow up actions
9. Coordinate registration of the incoming/outgoing correspondence and assigning/communicating with the related staff for the follow up actions
10. Coordinate registration of the agreements/contracts/service agreements/letters.
11. Perform other duties as required.
Qualifications
EDUCATION
• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience
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
• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience
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
Specific Vacancy Requirements
• Ability to collaborate with relevant stakeholders is an advantage;
• Ability to work effectively with colleagues from varied cultures and professional backgrounds, and;
• Excellent oral and written skills. Listens actively and responds effectively.
• Ability to work effectively with colleagues from varied cultures and professional backgrounds, and;
• Excellent oral and written skills. Listens actively and responds effectively.
Salary and Benefits
G.5 As per IOM's official Salary Scale
About us
IOM:
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Required employees number
1
Posted On
Oct 28, 2025
Expiry Date
Nov 12, 2025
CV Language
English
