Administrative Assistant (Operations Support) (100%) at International Organization for Migration


The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of thousands of refugees each year. IOM’s multi-disciplinary staff members provide a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s global support to all resettlement programs.


Under the United States Refugee Admissions Program (USRAP), the Ports of Entry (POEs) provide critical support and services for refugee resettlement to the United States. As part of a Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages six POEs in the United States. POEs meet and assist refugees and Special Immigrant Visa (SIV) holders upon their arrival to the United States, accompanying them through immigration and customs procedures and ensuring they are connected to their final destination.

Under the general supervision of the Operations Associate, POE ORD OR National Associate Operations Officer, POE ORD and the direct supervision of the Senior Operations Assistant, Flight Management OR Operations Associate, POE ORD, the Operations Focal Point, Flight Management is responsible for monitoring and guiding POE activities, with the following duties and responsibilities:

Core Functions / Responsibilities:

  1. Undertake administrative support activities including the reconciliation of expenditures, verification of accounts payable, petty cash, expense sheets, cash certificates, IOM NY accounting procedures and assisting supervisors with identification formalities. As required, monitor and guide others who undertake administrative support activities, ensuring POE and IOM protocol, policy and Standard Operating Procedures (SOPs) are followed closely.
  2. Review the daily arrival schedule, baggage count and staff expenditures against the master list and departure notification and reconcile, clear and finalize all staff expenditures within a two-week time period. As needed, monitor the processing of Miscellaneous Charges Orders (MCOs) and handle Smarte Carte reconciliation in coordination with the Senior Operations Assistant or Operations Focal Point for Flight Management.
  3. Review and verify service provider invoices against the request of the POE for services rendered by the vendors and prepare the necessary request for payment (RFPs) to send to IOM NY accounting.
  4. Maintain, distribute and reconcile all petty cash. Conduct a daily review of the log book and the petty cash vouchers; immediately report any issues or anomalies to supervisors. On a weekly basis, prepare all required accounting paperwork reconciling petty cash. On a monthly basis, prepare the cash certificate and submit to the POE supervisors. As needed, liaise with finance and accounting colleagues in the IOM DC office.
  5. Prepare, process and copy all staff expense sheets to be reviewed and approved by National Associate Operations Officer, POE ORD and the IOM DC office for cash reimbursement.
  6. As needed, provide assistant to supervisors with identification formalities, including notifying staff members to submit their applications for new and renewed ID cards, making related appointments for staff members, and following up with the relevant parties as needed.
  7. As requested by POE management, assist flight management colleagues by providing assistance at hotels for individuals in transit, including for extended periods of up to 12 hours and during overnight periods; ensure the needs of the individuals are met throughout their hotel stay and communicate promptly with hotel representatives and POE supervisors if issues arise.
  8. Provide regular reports on the work being accomplished within Administrative Support to the Operations Associate, POE ORD and National Associate Operations Officer, POE ORD.
  9. Demonstrate a solid understanding of the USRAP, POE SOPs, RMI and administrative support-related policies and procedures, as well as the ability to remain professional, impartial and unbiased during all interactions with colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA).
  10. Train colleagues to efficiently and effectively handle administrative tasks, such as requesting and using petty cash, providing the required receipts for expenditures and completing necessary paperwork in a timely manner.
  11. Maintain and ensure the confidentiality and integrity of all USRAP-related paperwork in line with standards of conduct, data protection rules and the USRAP Program Integrity Guidelines. Alert the Operations Associate, POE ORD and National Associate Operations Officer, POE ORD of any non-compliance to SOPs or codes of conduct by POE staff members or partners.
  12. Perform such other duties as may be assigned.

Required Qualifications and Experience:


· Completed secondary education required

· Five years of working experience with secondary education; three years of working experience with Bachelor’s degree


· Prior POE experience a strong advantage.


· Ability to use own initiative and work under pressure with minimum supervision

· Strong computer skills – Word, Excel and Internet

· Strong interpersonal and communication skills

· Attention to detail and ability to organize

· Self-motivated and objective driven


Fluency in English is required. Knowledge of other languages will be an advantage.

Required 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.

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.

How to apply

Interested candidates are invited to submit their applications to by February 28, 2022 referring to this advertisement.

This is a local position and as such only US citizens and residents with authorization to work in the US at the time of applying for the position will be considered.

The proof of COVID-19 vaccination is required.

The salary is 60,349 per year.

Only shortlisted candidates will be contacted.

Posting period:

From February 15, 2022, to February 28, 2022.