Executive Assistant to the CoM -OIM عودة إلى الفرص

IOM TUNISIA: VNTN2022-045 

Executive Assistant to the CoM 

The UN agency for Migration – IOM Tunisia is looking for an Executive Assistant to the CoM G5 according to the terms of reference stipulated below. Apply on: Succes Factor before 18/11/2022. 

Please note that only short-listed candidates will be contacted 

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: VNTN2022-045 

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: 

• From11/11/2022 To 18/11/2022

VNTN2022-045_Executive Assistant to the CoM G5