Administrative Associate – Office of Chief of Mission

About the role

The Administrative Associate will support the Chief of Mission (CoM) and the Senior Resources Management Officer (SRMO) in the Democratic Republic of Congo office. This position ensures smooth day‑to‑day operations, manages communications, and provides high‑quality administrative assistance for meetings, documents, and internal processes.

Key responsibilities

• Screen appointment requests, maintain the CoM’s calendar, and coordinate visitor logistics.
• Handle telephone calls, respond to queries, and manage confidential correspondence.
• Organise office support for meetings, trainings, seminars, and special events, including minute‑taking and follow‑up.
• Arrange editing, translation, and formatting of documents and publications.
• Process incoming mail, draft responses, and perform quality control on outgoing documents.
• Administer contract extensions, temporary staff requests, leave records, and budget follow‑up.
• Research and compile background information for reports, briefs, and speeches.
• Generate statistical reports and monitor administrative actions in IOM’s computerized systems.

Required profile

• Strong organisational and time‑management abilities.
• Excellent written and verbal communication skills, with attention to detail.
• Ability to handle sensitive and confidential information.
• Proactive attitude and capacity to work collaboratively with multiple units.

Required skills

• Proficiency in drafting and proofreading official documents.
• Experience with office administration tools and computerized record‑keeping systems.
• Capability to prepare minutes, track actions, and produce statistical reports.