Assistant To Chief Of Mission

Organizational Context

The International Organization for Migration (IOM) in Malaysia seeks an Assistant to the Chief of Mission (CoM). This role operates under the direct supervision of the CoM and the overall guidance of the Regional Director for Asia and the Pacific. The position supports the CoM in daily operations and administrative tasks within the country office.

Job Purpose

The Assistant to the Chief of Mission (CoM) plays a crucial role in supporting the CoM's daily duties and ensuring the smooth functioning of the Chief of Mission's office. This position is responsible for managing the CoM's schedule, coordinating meetings, and facilitating communication with internal and external stakeholders. The role contributes to the effective representation and operational efficiency of the IOM country office by providing essential administrative and logistical support. The incumbent will assist in the preparation of reports, presentations, and official communications, ensuring timely and accurate information flow. This support is vital for the CoM to effectively lead and manage the organization's activities in Malaysia.

Responsibilities

Manage the Chief of Mission's (CoM) agenda, including organizing external meetings with government officials, embassies, UN agencies, NGOs, media, and the private sector, handling protocol matters. Coordinate internal meetings, such as bi-weekly Senior Management Team sessions, maintain minutes, and track action points. Assist in the preparation and coordination of events. Facilitate the CoM's participation in external working groups and UN meetings, potentially serving as secretariat. Conduct research, compile data, and assist in preparing papers, presentations, briefing notes, speeches, and official statements. Respond to media inquiries in coordination with the Communications Assistant. Review and disseminate incoming correspondence and documentation. Provide daily administrative support, including managing office contracts, travel arrangements, filing, and the general email inbox.

Work Experience

Prior experience working with international humanitarian organizations, non-government, or government institutions in a multicultural setting is considered an advantage.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong attention to detail and organizational skills for managing paperwork methodically. Discretion, client-orientation, patience, and a willingness to learn are essential.

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