Executive Associate

Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates as well as external women candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission (CoM) in Khartoum, in collaboration with RO MENA and administrative Centres, the successful candidate will be responsible and accountable for managing the functions of the office of the Chief of Mission, with the following duties and responsibilities:

Responsibilities

1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; 

2. Serve as reference point regarding the duties of the office: answer substantive questions requiring extensive research and independently obtain clarification; draft correspondence and reply to enquiries on own initiative; provide advice on procedural and administrative requirements;

3. Conduct extensive research and prepare briefing material for the Chief of Mission; select a variety of information from various sources and present findings in appropriate form;

4. Manage the calendar for the Chief of Mission and schedule appointments and meetings; arrange travels and visits, notifying organizations and officials to be visited, receive visitors;

5. Interact with appropriate staff within IOM to ensure timely submission of inputs to publications, reports and other documentation; review documents and make changes to their formal or style in accordance with standard practice;

6. Serve as contact person/link between Chief of Mission and senior staff regarding office issues and information; on behalf of Chief of Mission, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the Chief of Mission;

7. Coordinate the logistic arrangements of meetings with high-level officials including all preparation, delivery- and follow-up activities with internal and external partners and participants; draft briefing information to support the Chief of Mission's participation in meetings, councils, and programme activities;

8. Coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;

9. Provide expert guidance to staff on relevant administrative issues; train and coordinate other office support staff in the Office; coordinate the work of office support staff; 

10. Review systems and processes under area of responsibility to ensure that they meet the needs of the Office; formulate proposals for improvements; and,.

11. Perform such other duties as may be assigned.

Qualifications

EDUCATION

• High school diploma with seven years of relevant experience; or,

• Bachelor’s degree in Business Administration or related fields from an accredited institution with five years of relevant professional experience.

  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; and, 

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