Overview
The Executive Assistant will support the Chief of Mission (COM) and Deputy Chief of Mission (DCOM) in achieving IOM's mandate and the Mission's daily operations. This role involves managing agendas, drafting correspondence, coordinating meetings, and organizing travel.
Key Responsibilities
- Assist the COM and DCOM in accomplishing IOM's mandate and Mission’s day to day operation in country.
- Manage the official agenda of the COM and DCOM: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions.
- Draft and submit reports of Senior Management Meetings and notes for the file, routine correspondence, letters, Notes Verbale, memoranda, as well as any IOM documents and forms related to IOM operational and administrative matters.
- Communicate and consult with the COM/DCOM on any administrative matters with the respective Government Authorities.
- Receive visitors of COM/DCOM, attend to queries received by the Mission, manage incoming and outgoing correspondence, and invitations and phone calls for the COM and DCOM.
- Maintain records of all, routine correspondence/letters, Notes Verbale memoranda, as well as IOM documents and forms related to IOM operational and administrative matters.
- Collate correspondences prior to the CoM’s/DCOM’s signature, including recommendations for decisions by COM.
- Organize filing of COM’s/DCOM’s internal and external communication, documents, etc, and maintenance of the office correspondence reference systems in accordance with IOM guidelines.
- Coordinate the senior staff meetings and events, provide and coordinate the exchange of information and manage transportation.
- Organize the in-country and international duty travels of the COM and DCOM: submit Quarterly Travel Plan (QTP) to RO, handle travel authorizations and security/medical clearances as required, manage authorization requests for travels in coordination with the Regional Office (as needed).
- Prepare duty travel of the COM and DCOM, including timely submission and follow-up on visas, security clearances (UNDSS), flight reservations etc. for duty travels.
- Under the guidance of the COM/DCOM set up, coordinate and flag internal and external meetings, including timely reminders to respective Units and Staff Members (programmes, admin/finance, logistics, procurement, IT, security etc.) and sub-offices; as requested, facilitate in arranging internal and external meetings, coordinate the preparation of talking points, preparation of training workshops; coordinate and share minutes with relevant staff.
- Draft and share approved reports of meetings with relevant units, sub-offices etc.
- Provide general secretarial support to the office and during meetings.
- Ensure that the COM’s travel authorizations and travel expense claims are submitted in a timely manner.
- Any other duty within the incumbent's capabilities as assigned by the direct and/or overall supervisor.
Required Experience
- High school diploma with six years of relevant experience; or, Bachelor’s degree in Management, Business Administration or related fields from an accredited institution with four years of relevant professional experience in liaising with a variety of partners at all levels of the hierarchy.
- Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook.
- Attention to detail, ability to organize paperwork in a methodical way.
- Discreet, details and clients-oriented, patient and willingness to learn new things.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Excellent communication and negotiation skills.
- In-depth knowledge of the broad range of migration-related subject areas dealt with by the Organization.
- Knowledge of UN and bilateral donor programming.
Qualifications
- High school diploma
- Bachelor’s degree in Management, Business Administration or related fields from an accredited institution
