IOM TUNISIA recrute un Executive Assistant to the CoM Retour vers les opportunités

The UN agency for Migration – IOM Tunisia is looking for an Executive Assistant to the CoM according to the terms of reference stipulated below.

• Position Title: Executive Assistant to the CoM
• Duty Station: Tunis, Tunisia
• Classification: G5
• Type of Appointment: Special Short Term contract; 6 months- with possibility of renewal
• Estimated Start Date: October 2018
• Reference Code: SVATN/2018-017

Organizational Context and Scope:

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN organization 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.

Under the direct supervision of the Chief of Mission (COM), the executive assistant will be responsible for providing effective and efficient secretarial and administrative support to the Office. In particular, the incumbent will assume the functions and the following responsibilities.

Core Functions / Responsibilities:

The successful candidate will be responsible for:

1. Assure the management of the administrative tasks, including planning 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. Assure 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. Assure the filing of official correspondence, directives and any relevant email. This also includes the maintenance of the classification system (Hard/Soft copy) and of databases of the relevant documents of IOM Tunisia;
6. Assure daily management of emails received on the standard IOM email box and dispatch requests accordingly;
7. 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. Assure the follow-up of all Travel authorizations and the classification of the authorizations for official visits (TA) in coordination with the staff members concerned and the signatory members, assuring that security clearances are requested and received;
13. Create and maintain updated the database of IOM contacts (governmental, International organizations, donors, civil society, universities, companies, media and other stakeholders);
14. Assure the management of calls for the mission;
15. Perform such other related duties as may be assigned by CoM.

Required Competencies:

Behavioral:

• Follows all relevant procedures, process and policies.
• Meets deadline, cost and quality requirements for outputs.
• Actively shares relevant information.
• Actively identifies opportunities for and promotes organizational change
• Establishes realistic resource requirements to meet IOM needs
• Accepts and gives constructive criticism.
• Demonstrates interest in improving relevant skills.
• Clearly communicates and listens to feedback on changing priorities and procedures.
• Proactively develops new ways to resolve problems.
• Sets clear and achievable goals consistent with agreed priorities for self and others.
• Masters subject matter relate to responsibilities.
• Knowledgeable about and promotes IOM core mandate and migration solutions.
• Actively contributes to an effective, collegial and agreeable team environment.
• Takes joint responsibility for team’s work.