Executive Assistant to the Chief of Mission

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

​​​​Established in 1951, the International Organization for Migration (IOM) is the UN's leading agency on migration. It collaborates with key stakeholders – migrants and Member States – to promote safe, orderly, and regular migration. IOM provides services and advice to governments, migrants, and other stakeholders to enhance the benefits and opportunities of migration while addressing its challenges. In Viet Nam, since its establishment in 1987, IOM has been responding to evolving migration dynamics through a comprehensive approach to migration management, focusing on migration governance and policies, migrant protection and assistance, labour migration, as well as preparedness and resilience.

​​Under the overall supervision of the Chief of Mission (COM), the incumbent will be responsible for assigned tasks in post description.

Responsibilities

1. Work closely with the Chief of Mission (COM) and assist them in the accomplishment of IOMs mandate and Mission’s Day to day operation in country;
2. Manage the Chief of Mission’s official agenda: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions;
3. Draft and submit reports of Senior Management Meetings and notes for the file, routine correspondence, letters, Notes Verbale, memoranda, as well as any IOM documents and forms related to IOM operational and administrative matters under the overall supervision of the COM;
4. Communicate and consult with the Chief of Mission on any administrative matters with the respective Government Authorities;
5. Receive visitors of COM, attend to queries received by the Mission, manage incoming and outgoing correspondence, and invitations and phone calls for the COM and DCOM;
6. Maintain records of all, routine correspondence/letters, Notes Verbale memoranda, as well as IOM documents and forms related to IOM operational and administrative matters;
7. Manage the visa processing for all international staff and TDY staff to the mission, coordinating and following up with Government Authorities as needed;
8. Collate correspondences prior to the CoM’s signature, including recommendations for decisions by COM;
9. Organize filing of COM’s internal and external communication, documents, etc, and maintenance of the office correspondence reference systems in accordance with IOM guidelines;
10. Coordinate the senior staff meetings and events, provide and coordinate the exchange of information and manage transportation;
11. Organize the in-country and international duty travels of the Chief of Mission: handle travel authorizations and security/medical clearances, expense claims as required, manage authorization requests for travels in coordination with the Regional Office (as needed);
12. Prepare duty travel of the COM, including timely submission and follow-up on visas, security clearances (UNDSS), flight reservations etc. for duty travels;
13. Under the guidance of the COM 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.) and sub-offices; as requested, facilitate in arranging internal and external meetings, coordinate the preparation of talking points, preparation of training workshops; coordinate and share minutes with relevant staff;
14. Draft and share approved reports of meetings with relevant units, sub-offices etc.;
15. Provide general secretarial support to the office and during meetings;
16. Perform any other duty within the incumbent's capabilities as assigned by the direct and/or overall supervisor.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with six years of relevant experience; or,
• Bachelor’s degree in Management, Business Administration or related fields from an accredited institution with four years of relevant professional experience in liaising with a variety of partners at all levels of the hierarchy. 

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;

• Attention to detail, ability to organize paperwork in a methodical way;

• Discreet, details and clients-oriented, patient and willingness to learn new things;

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage; and

• Excellent communication and negotiation skills.

Skills

• In-depth knowledge of the broad range of migration-related subject areas dealt with by the Organization;

• Knowledge of UN and bilateral donor programming.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Vietnamese is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 2

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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