Senior Executive Associate to COM ( National Position)

Job Description

Under the Direct supervision of the Chief of Mission (COM) in Chad, and in collaboration with all relevant units at the office, the incumbent will be responsible and accountable for achieving the following tasks:

Responsibilities

1. Assist the Chief of Mission (CoM) in the government liaison with the ministries and departments, UN agencies, as well as donors and other key partners; support the CoM participation in diplomatic events and meetings preparation.
2. Organize and coordinate meetings for the Chief of Mission; coordinate with the different units and relevant stakeholders such as Government entities, UN agencies, Embassies to facilitate meetings or other secretarial issue on behalf of CoM as and when required.
3. Draft and review substantive correspondence for the Chief of Mission’s signature, and draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for Chief of Mission’s approval.
4. Organize and facilitate conferences, workshops, incoming and outgoing visits and missions, as assigned by the CoM and take minutes of meetings as required.
5. Arrange appointments and manage the Chief of Mission’s calendar, receive high ranking visitors, place and screen telephone calls and answer enquiries.
6. Prepare and coordinate with units to ensure the timely submission of meeting/briefing notes and background documents ahead of COM’s meeting; and assist in developing the briefing materials for COM’s meetings and missions.
7. Collate and review correspondences, ordres de mission and documents prior to the CoM’s signature according to IOM procedures and make follow up when required.
8. Receive confidential issues, letters, documents and distribute them to the proper department.
9. Prepare duty travel of the Chief of Mission, including timely submission and follow up on Travel Request (TRs), entry visas, security clearances (UNDSS), flight reservations/accommodation, and with other IOM missions and/or host entities; ensure that the CoM’s travel authorizations and travel expense claims are submitted in a timely manner; Ensure offices are informed of travel arrangements and requirements and Chief of Mission is briefed of important developments upon their return.
10. Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelines. Develop, maintain and update database for documentation related to the programmes, contracts and correspondence.
11. Assist with the administrative work of the office of the Chief of Mission including establishing internal procedures and file/track systems for correspondence and documents, receive, screen, and register correspondence and documents.
12. Draft correspondence, letters, reports, memoranda, as well as IOM documents and forms related to IOM administrative matters. Serve as Interpreter and informally translate documents as required.
13. Work with high level of discretion in providing wide-ranging administrative assistance to the CoM’s Office and manage highly confidential information with tact and discretion.
14. Set up, coordinate and flag internal and external meetings including timely reminders to respective Units and Staff Members (programmes, admin/finance, Logistics, procurement, IT, security etc.); as requested, participate in internal and external meetings, brainstorming sessions, and training workshops; prepare and share minutes with relevant staff and make revisions as required; send out reminders to meeting participants on agreed action points.
15. Liaise with the units concerned to obtain briefings, general information, documents, as well as any other material relating to the various meetings / events, as required; Review briefings to verify completeness of information, obtain additional input from focal points as needed.
16. Provide administrative support to the CoM and other relevant units, including recording and procurement of visibility items.
17. Ensure management and confidentiality of IOM files and records.
18. Monitor and maintain an updated record of government contacts and members of the diplomatic corps; Serve as diplomatic protocol focal point. 
19. Keep abreast activities of importance, latest policies, procedures, and organizational changes affecting the Office of the Chief of Mission.
20. Perform other related duties as assigned.

Qualifications

EDUCATION:

• Bachelor’s Degree in Business Administration, Social Sciences or related field with higher responsibilities to senior management, preferably in an international organization with four years of experience; or 
• High School degree in the above fields with minimum of six years of relevant professional experience.

EXPERIENCE:

• Prior Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations; 
• Experience working with administration;
• Experience writing summary reports, meeting minutes;
• Experience in public relations, liaison and communication will be an advantage.

SKILLS: 

• Team-work oriented, capacity to work independently; sensitive to gender issues, personal commitment, efficiency, flexibility, experience in working effectively and harmoniously with colleagues from varied cultures and professional background at all levels;
• Demonstrable experience with Microsoft Office;
• 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; 

Required Skills

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