Job Title: Administration Assistant
Hiring Organization: International
Organization for Migration
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Inter
Governmental Organization
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 11/15/2023
Core Functions / Responsibilities:
In
particular he/she will:
Provide
administrative and secretarial support to the Regional Legal Hub and the
Department of Legal Affairs in Headquarters, including preparation and
follow-up actions related to meetings and travel (travel authorizations, flight
and hotel reservations, travel claims), organizing conference calls,
participating in meetings and preparing minutes.
Support
the Regional Legal Hub and the Department, in coordination with the Senior
Legal Assistant, with its internal knowledge management and archiving systems
to ensure consistency and continuity in providing legal advice, including
maintaining the electronic and hard copy files and records.
Assist
the Senior Legal Assistant with the maintenance of the Department’s
intranet/internet pages, the access and retrieval of information and records
from relevant departmental databases.
Assist in
editing, proofreading and finalizing official notes verbales, correspondence,
legal and other documents for signature and approval.
Receive
all incoming requests and queries addressed to the Regional Legal Hub and
provide assistance in monitoring other departmental mailboxes, as needed.
Perform
such other duties as may be required.
Required Qualifications and Experience
University
degree, preferably in Business Administration, or a related field from an
accredited academic institution with three years of relevant experience; or,
Completed
High School/Secondary school education with five years of relevant professional
experience.
Experience
A minimum
of three years (five years for completed high school/ secondary school
education) of relevant demonstrated professional experience.
Experience
in procurement processes.
Experience
in organizing conferences and events.
Demonstrated
experience in paralegal and/or administrative support in a legal department of
an intergovernmental organization or a law firm is highly desirable.
Experience
dealing with deadlines and confidential information.
Experience
in research and preparation/formatting of legal documents is desirable.
Experience
dealing with high-level counterparts and diplomatic missions would be an
advantage.
Knowledge
of and work experience in IOM’s administrative procedures are desirable.
Skills
Proficiency
in electronic research of documents and legal materials.
Advanced knowledge of computer programmes (e.g. MS Office applications such as
Word, Excel, SharePoint, etc.) and filing systems.
Editing skills in English, French and/or Spanish would be an advantage.
How To
Apply
Submit
cover letter indicating the Position Title & Vacancy Notice Number (VN
No.), and CV with telephone and e-mail contacts including 3 Referees
(Supervisors) to: IOM, RO Human Resources Department, via e-mail to ronairobihrdrec@iom.int
Closing
Date: 23 November 2023
