Administrative Associate (HR)

  • Contract
  • Germany
  • Posted 3 weeks ago

International Organization for Migration

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at

For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, internal candidates are considered first-tier candidates. Second tier candidates include all external candidates.


Established in 1951, the International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration and uphold the human dignity and well-being of migrants affected by the ongoing emergency.

IOM’s operations cover diverse thematic areas such as: Humanitarian Relief Assistance, Protection (including Gender based Violence and Child Protection), Shelter and Non-food items, Health and Psychosocial Support, Resettlement, and Movement Management.

Under the overall supervision of the Head of Office, the direct supervision of the Senior Human Resources Associate and in close coordination with relevant units at Headquarters and the Administrative Centres, the incumbent will be responsible and accountable for the following:

Core Functions / Responsibilities:

  • ​​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[singlequote] 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;
  • ​Perform other duties as required.​

Required Qualifications and Experience


​​Bachelors’ degree (or higher) in Business Administration, Human Resources, Logistics or a related field from an accredited academic institution, with at least two years of relevant professional experience, preferably in similar roles;

OR ​Completed High School degree from an accredited academic institution, with at least four years of relevant working experience, preferably in similar roles.​


  • ​​​Administrative experience in a similar role;
  • ​Knowledge of administrative procedures of a national and/or international non-governmental organization will be an added advantage;
  • ​Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
  • ​Experience with data entry and processing as well as handling of sensitive and confidential data;


  • ​​Strong interpersonal and teamwork skills;
  • ​Proven ability to establish and maintain effective working relationships with persons of diverse cultural and national backgrounds;
  • ​Discreet, details and clients-oriented, patient and willingness to learn new things;
  • ​Attention to detail, ability to organize paperwork in a methodical way;
  • ​High level of computer literacy in standard MS products with specific proficiency in MS Excel is required.​


REQUIRED For all applicants, fluency in ​English​ is required (oral and written). DESIRABLE ​​Working knowledge of German is desirable.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:


• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• 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.

• Courage: demonstrates willingness to take a stand on issues of importance.

• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found under the following link.


Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This selection process may be used to staff similar positions in various duty stations. The appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process. This post is subject to local recruitment. Only applicants holding a valid residence and work permit in Germany will be eligible for consideration.

How to apply

Interested candidates are invited to submit their application through our platform, latest by midnight on the day of closing of the vacancy. Late applications will not be considered. Only applications submitted via our platform ( will be considered.

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