Executive Assistant To The Chief Of Mission

Organizational Context

The International Organization for Migration (IOM), established in 1951, is the leading UN agency focused on migration. It collaborates with governments and partners to promote safe, orderly, and regular migration, providing services and advice. In Vietnam, IOM has managed migration dynamics since 1987, focusing on governance, protection, labour migration, and resilience. This role supports the Chief of Mission.

Job Purpose

This role serves as an Executive Assistant to the Chief of Mission (COM) at IOM Vietnam, directly supporting the accomplishment of IOM's mandate and the Mission's daily operations. The incumbent will manage the COM's agenda, coordinate meetings, and handle official correspondence and documentation. This position is crucial for ensuring the smooth functioning of the Chief of Mission's office and facilitating effective communication and administrative processes within the mission and with external stakeholders. The role contributes to the overall efficiency and operational effectiveness of IOM's activities in Vietnam by providing essential administrative and secretarial support.

Responsibilities

Manage the Chief of Mission's (COM) official agenda, including scheduling meetings and preparing necessary documentation. Draft and submit reports, correspondence, and official IOM documents under the COM's supervision. Serve as a primary point of contact for visitors and manage incoming/outgoing correspondence and communications for the COM and Deputy Chief of Mission (DCOM). Maintain organized records of all correspondence and IOM operational/administrative documents. Coordinate visa processing for international and temporary staff, liaising with government authorities. Organize senior staff meetings and events, managing information exchange and logistics. Arrange in-country and international duty travel for the COM, including authorizations, clearances, and expense claims. Provide general secretarial support and perform other duties as assigned by supervisors.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Experience in organizing paperwork methodically, with attention to detail, is required. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is advantageous. Excellent communication and negotiation skills are also necessary.

Skills

In-depth knowledge of migration-related subject areas relevant to IOM's work. Familiarity with UN and bilateral donor programming. Strong organizational and administrative skills. Excellent communication and interpersonal abilities.

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