Executive Assistant

Introduction

Organizational Context and Scope

Under the overall supervision of the Chief of Mission (COM) and the direct supervision of the Deputy Chief of Mission (DCOM), the incumbent will be responsible for the following:

Assist the COM and DCOM in the accomplishment of IOMs mandate and Mission’s day to day operation in country;

Manage the official agenda of the COM and DCOM: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions;

Draft and submit reports of Senior Management Meetings and notes for the file, routine correspondence, letters, Notes Verbale, memoranda, as well as any IOM documents and forms related to IOM operational and administrative matters under the overall supervision of the COM/DCOM;

Communicate and consult with the COM/DCOM on any administrative matters with the respective Government Authorities;

Receive visitors of COM/DCOM, attend to queries received by the Mission, manage incoming and outgoing correspondence, and invitations and phone calls for the COM and DCOM;

Maintain records of all, routine correspondence/letters, Notes Verbale memoranda, as well as IOM documents and forms related to IOM operational and administrative matters;

Collate correspondences prior to the CoM’s/DCOM’s signature, including recommendations for decisions by COM;

Organize filing of COM’s/DCOM’s internal and external communication, documents, etc, and maintenance of the office correspondence reference systems in accordance with IOM guidelines;

Coordinate the senior staff meetings and events, provide and coordinate the exchange of information and manage transportation;

Organize the in-country and international duty travels of the COM and DCOM: submit Quarterly Travel Plan (QTP) to RO, handle travel authorizations and security/medical clearances as required, manage authorization requests for travels in coordination with the Regional Office (as needed);

Prepare duty travel of the COM and DCOM, including timely submission and follow-up on visas, security clearances (UNDSS), flight reservations etc. for duty travels;

Under the guidance of the COM/DCOM set up, coordinate and flag internal and external meetings, including timely reminders to respective Units and Staff Members (programmes, admin/finance, logistics, procurement, IT, security etc.) and sub-offices; as requested, facilitate in arranging internal and external meetings, coordinate the preparation of talking points, preparation of training workshops; coordinate and share minutes with relevant staff;

Draft and share approved reports of meetings with relevant units, sub-offices etc.; 

Provide general secretarial support to the office and during meetings;

Ensure that the COM’s travel authorizations and travel expense claims are submitted in a timely manner;

Any other duty within the incumbent's capabilities as assigned by the direct and/or overall supervisor.

Education

High school diploma with six years of relevant experience; or,

Bachelor’s degree in Management, Business Administration or related fields from an accredited institution with four years of relevant professional experience in liaising with a variety of partners at all levels of the hierarchy.

Experience

Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;

Attention to detail, ability to organize paperwork in a methodical way;

Discreet, details and clients-oriented, patient and willingness to learn new things;

Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage; and

Excellent communication and negotiation skills.

Skills

In-depth knowledge of the broad range of migration-related subject areas dealt with by the Organization;

Knowledge of UN and bilateral donor programming.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Bengali is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

No late applications will be accepted. Only shortlisted candidates will be contacted.