Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
Under the direct supervision of the Chief of Mission and in close collaboration with relevant Units within Country Offices, Headquarters, Administrative Center, UN Agencies, Donors, Embassies, the Senior Executive Assistant will be responsible and accountable for the management and monitoring of the overall function of the Office of OIM Venezuela.
Support to the Chief of Mission (CoM)
Manage and monitor a high volume of complex and confidential correspondence and documentation, ensuring accuracy, prioritization, timely response and proper archiving.
- Serve as the primary reference point for office operations, providing guidance on procedural, administrative, and substantive matters; draft and respond to correspondence independently as needed.
- Coordinate all travel arrangements for the CoM, including itineraries, clearances, visas, expense claims and logistics, ensuring timely communication with relevant departments and receiving office.
- Ensure timely preparation and submission of briefing notes and background documents for CoM meetings and official travels; assist in preparing related materials in coordination with relevant units and offices.
- Organize and coordinate internal and external meetings, including scheduling, communication with participants, and follow-up on action points; take minutes when required.
- Track senior-level inter-agency and external meetings to ensure IOM participation and follow-up; maintain updated records of partner engagements and contacts.
- Review and edit documents and correspondence before submission for the CoM’s signature, ensuring clarity, consistency, and compliance with institutional standards.
Administrative and Protocol Support
- Manage the CoM’s calendar, appointments, and visits; ensure effective coordination and information flow between the CoM and internal/external stakeholders.
Coordinate and monitor logistics and protocol arrangements for high-level meetings and events, including liaison with the Ministry of Foreign Affairs of Panama and other authorities.
- Provide policy advice and support on protocol matters, including visas, permits, accreditations, imports/exports, and privileges for international staff.
- Coordinate mission visits, conferences, trainings, and events hosted in Panama; manage related hospitality arrangements and procurement processes.
- Supervise and guide office support staff; ensure efficient workflows and promote improvements to administrative systems and processes.
- Provide informal translations and ensure confidentiality in handling sensitive information.
- Perform other duties as required.
Education
- High school diploma with seven years of relevant experience; or,
Experience
- Proficient in Microsoft Office applications;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multicultural setting is an advantage;
Skills
- High level of interpersonal communication and negotiation skills; commitment, efficiency, flexibility, drive for results;
- Ability to write clearly and effectively, adapting wording and style to the intended audience;
- Demonstrated ability of working effectively and harmoniously with colleagues from varied cultures and professional backgrounds to achieve desired goals; and,
- Clearly communicates, and listens to feedback on, changing priorities and procedures.
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 Spanish are mandatory.
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.