Executive Assistant to the CoM-OIM Retour vers les opportunités

Position Title:                          Executive Assistant to the CoM

Duty Station:                          Tunis, Tunisia

Classification:                         G5

Type of Appointment:            One Year Fixed Term contract (12 months with the possibility of

extension)

Estimated Start Date:             ASAP

Reference Code:                      SVNTN2022-045

Organizational Context and Scope:

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.

Under the overall supervision of the Chief of Mission (CoM) in Tunisia and direct supervision of the Resources Management Officer (RMO); the executive assistant will be responsible for providing effective and efficient secretarial and administrative support to the Office. the successful candidate will assume the functions and the following responsibilities:

Core Functions / Responsibilities:

1. Assist in the management of the administrative tasks, including planning and writing minutes of meetings, retention of schedules and calendars, management of phone calls intended for the Chief of Mission, registering messages and provide logistic support, by announcing and receiving visitors in the office.
2. Manage the arrangement of the CoM’s duty travels including the Travel authorizations; UNDSS security clearance; hotel bookings and travel claims as needed.
3. Coordinate all correspondence, provide administrative support to Project and Resource Management staff for all official correspondence (letters, notes verbales and faxes) relative to activities, and to other administrative aspects of IOM.
4. Coordinate and/or prepare the follow-up of emails and documents for the signature of the CoM.
5. Maintain an efficient filing system for official correspondence, directives, and any relevant emails. This also includes the maintenance of the classification system (Hard/Soft copy) and of databases of the relevant documents of IOM Tunisia.
6. Perform daily management of emails received on the standard IOM email box and dispatch requests accordingly.
7. Informally translate invitations, letters, and short documentations from Arab to English/French and/or vice versa addressed to the COM, as needed.
8. Participate in the preparation of the national / international events, including the visits, travels, and reservations of hotel.
9. Create and maintain the mission’s events calendar by ensuring coordination with the Project Managers and Project staff on events planned by IOM Tunisia or events organized by other stakeholders, where IOM’s attendance is required
10. Ensure all official correspondence to Government, partners, other IOM offices is dispatched timely and effectively, including sending invitation letters, preparation for trips and arrangement of places etc.
11. Prepare visa applications forms for IOM Tunisia based staff, in coordination with Human Resources department and submit to the Ministry of Foreign Affairs for processing; and make the necessary follow-up.
12. Follow-up on all Travel authorizations and the classification of the authorizations for official visits (TA) in coordination with the staff members concerned and the signatory members, ensuring that security clearances are requested and received.
13. Create and maintain updated databases of IOM contacts (governmental, international organizations, donors, civil society, universities, companies, media and other stakeholders).
14. Monitor and screen calls for the mission.
15. Perform such other related duties as may be assigned by CoM.

Required Competencies:

The incumbent is expected to demonstrate the following technical and behavioural competencies.

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three 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.

Required Qualifications:

Education & Experience & skills:

• High School Degree/Certificate degree in preferably in business administration or other similar domain from an accredited academic institution and five years of relevant professional experience; or Bachelor’s or Equivalent or Higher degree in the above fields with three years of relevant professional experience.
• Experience in International organizations or NGO is an asset.
• Knowledge of migration issues and regulations.
• Experience working with government counterparts, UN agencies and/or non-governmental organizations
• Experience with Microsoft Office products, especially Outlook, Word, Excel, and PowerPoint.

Languages:

Fluency in French, Arabic, and English (written and spoken) is required.

Other:

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Vaccination against COVID-19 is required. This will be verified as part of the medical clearance process.

ADDITIONAL INFORMATION:

• Incomplete applications will not be considered. Applications received after the closing date will not be accepted.
• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• The list of accredited institutions can be found at https://www.whed.net/home.php

Posting period:

• From 28/12/2022 To  11/01/2023

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.