Administrative Associate

Details

Mission and objectives

IOM DEU organization mission TBD

Context

This UN assignment is part of IOM’s Country Office in Germany, and based in our sub-office in Kaiserslautern, where IOM is engaged in a humanitarian project, carried out with different partners on the ground.

Task description

Within the delegated authority and under the supervision of Senior Logistics Associate or his/her designated mandated representative(s), the UN Volunteer Logistics Associate will: • Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information; • Provide office, administrative and logistics support to meetings, committees, conferences, etc.; • Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; • 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; • Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards; • Initiate general administrative tasks in the computerized financial / travel / human resources systems; • Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required; • Provide assistance in the administrative processing of vacancy notices and consultants' contracts; • Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; • Any other related tasks as may be required or assigned by the supervisor. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: • As an active IOM team member, efficient, timely, responsive, client-friendly and high-quality support rendered to IOM and its beneficiaries in the accomplishment of her/his functions, including: o Support the Supply Chain team and its activities o Ensure a high level of accuracy and compliance in all administrative processes related to supply chain activities. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.