Special Assistant to the COM
Organizational Context
The International Organization for Migration (IOM), established in 1951, is a UN-related organization focused on promoting humane and orderly migration. It collaborates with governments and partners to save lives, protect migrants, address displacement, and facilitate legal migration pathways. This role supports the IOM Iraq Executive Office, operating under the direct supervision of the Chief of Mission (CoM) and in close coordination with the Deputy Chief of Mission (DCoM).
Job Purpose
The Special Assistant to the Chief of Mission (CoM) in Iraq provides essential organizational, coordination, communication, and administrative support to the IOM Iraq Executive Office. This role is crucial for assisting the CoM and Deputy CoM in managing priorities, decisions, and the overall operations of the Executive Office. The incumbent will ensure effective follow-up on key initiatives, prepare critical briefing materials and correspondence, and maintain seamless communication channels both internally and externally. By consolidating information and coordinating with various units and sub-offices, the Special Assistant contributes to the continuity and efficiency of the Executive Office's functions, enabling the CoM and DCoM to effectively lead IOM's mission in Iraq.
Responsibilities
The Special Assistant will support the Chief of Mission (CoM) and Deputy Chief of Mission (DCoM) by managing correspondence, preparing briefing materials, and ensuring timely follow-up on decisions and priorities. This includes drafting responses, representing the CoM/DCoM in meetings when requested, and staying informed on relevant policy and program changes. The role involves providing organizational support for senior management meetings, official visits, and events, including coordinating logistics and preparing briefing documents. Additionally, the Special Assistant will liaise with various stakeholders, including governmental bodies and international organizations, and contribute to the preparation of reports and public remarks. They will monitor operational developments, advise leadership, and manage calendars and travel arrangements for the CoM and DCoM, ensuring the smooth functioning of the Executive Office.
Work Experience
Required experience includes providing organizational, coordination, reporting, or administrative support to senior management or an executive office. Candidates should have experience preparing and reviewing various written products like correspondence and reports, consolidating information, and following up on actions with multiple stakeholders. Experience in organizing senior-level meetings, official visits, and travel is essential. Liaising with governmental authorities and international partners is also key. Experience in migration or humanitarian work in Iraq, or with international organizations, is advantageous.
Skills
Key skills include strong analytical, research, and organizational abilities for effective information management and follow-up. Excellent drafting, editing, and presentation skills in English and Arabic are necessary for preparing concise materials for senior audiences. The role demands strong coordination, communication, diplomacy, and interpersonal skills, along with the ability to build and maintain effective working relationships. Proficiency in Microsoft 365 applications is required, as is the ability to manage multiple priorities, meet deadlines, and maintain accuracy and confidentiality.