Executive Assistant to the Chief of Mission at the International Organization for Migration (IOM)

We are recruiting to fill the position below:

Job Title: Executive Assistant to the Chief of Mission

SVN No. : VN2022.157
Location: Abuja, Nigeria
IOM Classification: G7
Estimated Start Date: As soon as possible
Organizational Unit: Programme Support Unit
Type of Appointment: One Year Fixed Term, with the possibility of extension

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.
• Making travel arrangements for the Chief of Mission including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
• Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Chief of Mission’s signature.

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;
• Assist in the preparation and servicing of conferences/workshops/events/meetings by:
  • Establishing contact with the invitees; 
  • Following-up on the invitation letters; 
  • Ensuring preparation and distribution of documents, etc.
• 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.

Supports CO activities by:

• Support the project development and donor reporting through elaboration of the programmes/projects log frame/result matrix on a continuous basis.
• Support the Head of PSU in coordinating IOM responses to recurrent and ad-hoc donor requests, including the collection, edition and dissemination of institutional and thematic information.
• Follow up on the development and updating outreach tools including donor profiles, partnership for action booklets, etc.
• Compile and provide administrative support for the drafting of any other information and documents necessary for project development, reporting and donor liaison purposes.
• Performing other duties as requested.

Required Qualifications
Education:

• University Degree in Business Administration, Business Management or relevant field with five years of professional experience in the areas of Administration, preferably with an International Organization;

Experience:

• A minimum of five 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 and Google’s G-Suite;
• 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 is required 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 the 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 actions 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.

Other:

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
• Women with the above qualifications are encouraged to apply.

Application Closing Date
1st December, 2022.

How to Apply
Interested and qualified candidates should send their Applications via email to: [email protected] indicating the Position applied in the subject line
And
Click here to apply online

Note

• For the applications to be considered valid, IOM only accepts applications with a Cover Letter of not more than one page specifying the motivation for application, addressed to “Human Resources, International Organization for Migration (IOM)” and with a subject line “VN2022.157 Executive Assistant to the Chief of Mission G7”
• All applications should include a functional email address, mobile numbers and detailed curriculum vitae (CV).
• Please note that this position is open only to Nigerian National applicants and only shortlisted candidates will be contacted.
• 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.