Executive Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization dedicated to promoting humane and orderly migration. As the leading UN agency in migration, IOM collaborates with governmental, intergovernmental, and non-governmental partners, providing services and advice. This role operates under the overall supervision of the Chief of Mission (COM) and direct supervision of the Deputy Chief of Mission (DCOM).

Job Purpose

This Executive Assistant role is crucial for supporting the Chief of Mission (COM) and Deputy Chief of Mission (DCOM) in accomplishing IOM's mandate and the mission's daily operations within the country. The position involves managing high-level executive agendas, facilitating communication with government authorities, and ensuring the smooth administrative and operational functioning of the mission. The incumbent will play a key part in coordinating meetings, managing correspondence, and supporting travel arrangements for senior management, thereby contributing to the overall efficiency and effectiveness of IOM's presence and activities in the region. This role is integral to maintaining strong relationships with partners and ensuring the seamless execution of IOM's migration-related objectives.

Responsibilities

The Executive Assistant will manage the COM and DCOM's official agendas, arranging meetings, and coordinating the preparation of talking points and speeches. Responsibilities include drafting and submitting reports, correspondence, and official documents, as well as managing incoming/outgoing communications and receiving visitors. The role involves maintaining organized records and filing systems in accordance with IOM guidelines. Additionally, the Executive Assistant will coordinate senior staff meetings and events, manage travel arrangements for the COM and DCOM including visa and clearance processing, and facilitate internal and external meetings. General secretarial support, ensuring timely submission of travel expense claims, and assisting with the preparation of training workshops are also key duties. The incumbent will also ensure approved reports are shared with relevant units and sub-offices.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. The role requires attention to detail, methodical organization of paperwork, discretion, and a client-oriented approach. Prior experience in international humanitarian organizations or governmental institutions within a multicultural setting is advantageous. Excellent communication and negotiation skills are also necessary.

Skills

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Strong organizational and administrative skills. Excellent communication and negotiation abilities. Experience in liaising with diverse partners. Knowledge of migration-related subjects and UN/bilateral donor programming is desirable.

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