Senior Executive Assistant to the Chief of Mission
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related organization leading in migration matters. It collaborates with partners to promote humane and orderly migration, saving lives, protecting displaced persons, and facilitating regular migration pathways. The organization is committed to a respectful, inclusive, and supportive workplace. This role supports the Chief of Mission in Venezuela.
Job Purpose
The Senior Executive Assistant to the Chief of Mission plays a crucial role in managing and monitoring the overall function of the IOM Venezuela Country Office. This position provides direct support to the Chief of Mission, ensuring the efficient operation of their office. The role involves managing complex correspondence, coordinating travel, organizing meetings, and serving as a key liaison between the Chief of Mission and various internal and external stakeholders, including UN agencies, donors, and embassies. The Senior Executive Assistant is instrumental in facilitating effective communication and administrative processes, contributing to the overall mission objectives of IOM in the region.
Responsibilities
The Senior Executive Assistant provides comprehensive support to the Chief of Mission (CoM), managing high volumes of confidential correspondence, drafting responses, and ensuring proper archiving. They act as a primary point of contact for office operations, offering guidance on administrative and procedural matters. Key duties include coordinating all travel arrangements for the CoM, preparing briefing materials for meetings and travel, and organizing internal and external meetings, including taking minutes. The role also involves tracking inter-agency and external engagements, reviewing documents for the CoM's signature, and managing the CoM's calendar and appointments. Additionally, the position offers administrative and protocol support for high-level meetings, advises on protocol matters, coordinates mission visits and events, supervises office support staff, and performs informal translations while maintaining confidentiality.
Work Experience
Proficiency in Microsoft Office applications is essential. The role requires strong attention to detail and the ability to organize paperwork methodically. Candidates should be discreet, client-oriented, patient, and willing to learn. Prior work experience within international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting is advantageous.
Skills
Key skills include high-level interpersonal communication and negotiation, commitment, efficiency, flexibility, and a drive for results. The ability to write clearly and effectively, adapting style to the audience, is crucial. Demonstrated ability to work harmoniously with colleagues from diverse backgrounds and to communicate effectively, listening to feedback on changing priorities, are also essential.