Team Assistant

Details

Mission and objectives

Established in 1951, IOM is the leading intergovernmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.
With 174 member states, a further 8 states holding observer status and offices in over 100 countries, 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.
IOM works to help ensure the orderly and humane management of migration to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.
The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
IOM works in the four broad areas of migration management:
Migration and development
Facilitating migration
Regulating migration
Forced migration.
IOM activities that cut across these areas include the promotion of international migration law, policy debate and guidance, protection of migrants’ rights, migration health and the gender dimension of migration.

Context

This United Nations Volunteers (UNV) assignment is part of IOM’s flagship programme COMPASS (www.iom.int/compass) in support of its communications and awareness raising team based in Dakar, Senegal, in the Regional Office for West and Central Africa.
The Communications and Awareness Raising Team is looking for a resourceful team-player to provide administrative support and ensure the smooth operation of the team’s day-to-day activities, allowing team members to focus on their core responsibilities and objectives. The team assistant will play a vital role in enhancing productivity, efficiency, and communication within the team and across the organization.
In exchange, the selected candidate will learn the ins and outs of working for an UN agency, from admin to finance, and can learn from colleagues at national, regional, and global level on migration management and UN activities in this region. We provide the required learning and coaching support to turn this experience into a fulfilling journey that will prepare the UN Youth Volunteer for a future career in international development.

Task description

The tasks of the team assistant include:
– Office management: ensuring team members have regular access to internet connection, supplies, and all facilities to carry out their duties (liaise with colleagues at RO level).
– Support with procurement: draft Terms of Reference, create purchase requests in IOM’s Resource Planning Platform (PRISM or equivalent) and follow up with Procurement colleagues for selection of vendors, contracting and delivery of services and goods.
– Support with human resources: help drafting terms of reference for the recruitment of consultants, follow up with HR colleagues to ensure contracts of employment of team members, implement recruitment processes.
– Document Preparation and Management: Creating and formatting documents, presentations, and visuals as needed by the team. This may include editing content, translating, proofreading, and ensuring consistency in branding and formatting.
– Meeting and Event Support: Organizing meetings and events, including booking conference rooms, arranging catering, preparing agendas, taking minutes, and distributing materials. They may also assist with setting up audiovisual equipment and troubleshooting technical issues during meetings.
– Travel Arrangements: Coordinating travel arrangements for team members and partners, including booking flights (through Travel colleagues), hotels, and transport. Processing travel requests and expense reports on the central platform.
– Administrative Support: Providing general administrative support, such as filing documents, maintaining records, ordering office supplies, and managing office equipment.
– Team Communication and Coordination: Serving as a central point of contact for the team, relaying messages, and facilitating communication among team members. They may also coordinate team events, team-building activities, or other social gatherings.