Executive Assistant at the International Organization for Migration (IOM)

The International Organization for Migration (IOM) - 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.We are recruiting to fill the position below:Job Title: Executive Assistant                  SVN No. : SVN2020.005Location: AbujaOrganizational Unit: Chief of Mission OfficeIOM Classification: G7Type of Appointment: Special Short-Term (SST) 6 months with possibility of extensionEstimated Start Date: As soon as possible                  ContextUnder the overall  supervision  of  the Regional Director  (RD)  and  direct supervision   of  the  Chief of Mission (COM),  the Administrative Assistant, within delegated authority will ensure effective and efficient functioning of the Chief of Mission’s office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. In particular, he/she will undertake the below tasks:   Core Functions / ResponsibilitiesManages 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;Maintaining chronological file on all outgoing and incoming correspondences;Making travel arrangements for the Chief of Mission including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;Maintaining regular contacts with Chief of Mission while on missions;When nature of correspondence is urgent and important, bring to the attention of the Chief of Mission immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action;Updating mailing list and other relevant contacts;Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Chief of Mission’s signature;Monitoring all out-going calls made by staff in the Office of the Chief of Mission/consultants including maintaining proper records and submitting reports as neededProvides secretarial and document processing services by:Drafting, at the request of the Chief of Mission, routine correspondences like letters, memos, note Verbal’s etc.Dispatching all outgoing mailsProviding background materials and information and propose solutions to queries from within and outside the Office d) Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following-up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc. e) Participating in the organization and preparation of staff meetingsPreparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Chief of Mission.Carries out any other functions by:Assisting any staff of the Office of the Chief of Mission when requestedLiaising and work closely with the Regional Office staffPerforming other duties as requested 

Apply at https://ngcareers.com/job/2020-01/executive-assistant-at-the-international-organization-for-migration-iom-327/