Executive Assistant at International Organization for Migration - IOM

Context
Under the overall  supervision  of  the Regional Director  (RD)  and  direct supervision   of  the  Chief of Mission (COM),  the Administrative Assistant, within delegated authority will ensure effective and efficient functioning of the Chief of Mission’s office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. In particular, he/she will undertake the below tasks:  
 
Core Functions / Responsibilities

• Manages the daily operation of the Chief of Mission’s office by:
  • Facilitating timely flow of documents/communication/messages to and from the Chief of Mission; receive all incomings addressed to the Chief of Mission’s Office; managing the time of the Chief of Mission including establishing/arranging appointments, maintaining Chief of Mission’s calendar, receiving and directing visitors, placing and screening calls and answering queries; making contacts with embassies, UN agencies, international institutions, government offices, and Regional Offices;
  • Handling and maintaining policy, confidential and general management files including all correspondences;
  • Drawing Chief of Mission’s attention to important, sensitive and time-bound information;  
  • Following up implementation of assignments from the Chief of Mission to staff;  
  • Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval;
  • Maintaining chronological file on all outgoing and incoming correspondences;
  • Making travel arrangements for the Chief of Mission including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
  • Maintaining regular contacts with Chief of Mission while on missions;
  • When nature of correspondence is urgent and important, bring to the attention of the Chief of Mission immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;
  • In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action;
  • Updating mailing list and other relevant contacts;
  • Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Chief of Mission’s signature;
  • Monitoring all out-going calls made by staff in the Office of the Chief of Mission/consultants including maintaining proper records and submitting reports as needed
• Provides secretarial and document processing services by:
  • Drafting, at the request of the Chief of Mission, routine correspondences like letters, memos, note Verbal’s etc.
  • Dispatching all outgoing mails
  • Providing background materials and information and propose solutions to queries from within and outside the Office d) Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following-up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc. e) Participating in the organization and preparation of staff meetings
  • Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Chief of Mission.
• Carries out any other functions by:
  • Assisting any staff of the Office of the Chief of Mission when requested
  • Liaising and work closely with the Regional Office staff
  • Performing other duties as requested

Required Qualifications and Experience

• University degree in Business Administration, Business Management or relevant field with seven years of professional experience in the areas of Administration, preferably with an International Organization;
• A minimum of seven years of experience in administrative services, or higher responsibilities, to senior managers, preferably in an international organization.  
• Experience working with budget or contracts administration is desirable
• Experience working with ERP applications for budget or contracts administration is desirable;  
• Demonstrable ability to act under pressure and completing tasks in a timely manner;  
• Demonstrable experience with Microsoft Office;
• Strategic multitasking experience, strong analytical skills, and situational anticipation abilities;
• Expert level internal and external communications skills as well as excellent negotiation skills;
• Familiarity with UN common system or similar systems;  
• Ability to prepare clear and concise reports, and coordinate administrative activities;  
• Languages Fluency in English and working knowledge of French and/or Spanish is an advantage.

Required Competencies
Behavioural  The incumbent is expected to demonstrate the following competencies:
Values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies - behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results; produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge; continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction