Administrative And Executive Associate To The Chief Of Mission

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a leading UN agency promoting humane and orderly migration. It works with partners to save lives, protect people on the move, and facilitate pathways for regular migration. The organization fosters an inclusive and supportive workplace. This role is based in Port Moresby, Papua New Guinea, supporting the Chief of Mission.

Job Purpose

The Administrative and Executive Associate to the Chief of Mission (COM) provides essential administrative and secretarial support to the COM in Papua New Guinea, under the direct supervision of the COM and overall supervision of the Head of Resources Management. This role is crucial for the efficient operation of the mission by managing the COM's schedule, correspondence, travel, and assisting in the organization of meetings and events. The associate collaborates with various units to ensure the COM is well-prepared for all engagements and that administrative functions are handled effectively. The position contributes to the smooth functioning of IOM's operations in the region by maintaining high standards of administrative support and confidentiality.

Responsibilities

Support the Chief of Mission (COM) by coordinating appointments, managing the COM's agenda, and arranging meetings. Handle incoming correspondence, screen documents for signature, and draft routine business documents. Manage all logistics for the COM's travel, including TA preparation, security clearances, visa applications, and expense claims. Maintain an updated database of key contacts and protocol procedures. Assist with translations of official documents. Take minutes for Senior Management Meetings and follow up on action points. Coordinate and prepare for management workshops, seminars, and events, including cost estimations. Screen the IOM Papua New Guinea mailbox and distribute emails. Provide administrative guidance to the receptionist. Maintain confidentiality of sensitive information and perform other assigned tasks.

Work Experience

Experience providing administrative and executive support to senior management. Proven experience in coordinating meetings, official travel, and events. Demonstrated ability in drafting, reviewing, and managing official correspondence and documentation. Prior experience in international humanitarian organizations, government institutions, or a multi-cultural setting is desirable.

Skills

Attention to detail and methodical organization of paperwork. Discretion, client-orientation, patience, and willingness to learn. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational and coordination skills with the ability to manage multiple priorities.

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