Administrative and Executive Associate 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

The Administrative and Executive Associate to the Chief of Mision will work under the direct supervision of the Chief of Mission (COM) in Papua New Guinea and overall supervision of the Head of Resources Management; and, in collaboration with relevant units, the incumbent will be responsible and accountable for providing administrative and secretarial support functions in Port Moresby and to the Sub-Offices.

Responsibilities

A) Support to the COM 

1. Coordinate the COM’s appointments, maintaining up-to-date his/her agenda, arranging for meetings within and outside the organization, receiving visitors, placing and screening telephone calls and answering queries with discretion.

2. Maintain protocol procedures and updated database of contacts of government officials, members of diplomatic entities, UN agencies and other partners.

3. Assist in the translation of official documents addressed to the COM from Arabic into English.

4. Handle the logistics of all travel duties of the COM, including TA preparation, security clearance requests, visa application, hotel reservation, DSA calculation, medical clearance and expense claim preparation, and making the necessary arrangements in coordination with the mission's travel unit and other relevant units. 

5. Receive and manage daily incoming correspondence, mail and all documentation addressed to the COM; review the content to identify urgent matters and bring them to the attention of the COM, as appropriate. 

6. Coordinate with PSU and other colleagues as appropriate so that the COM has all the necessary documents and talking points for all external meetings. 

7. Organize, coordinate and liaise with IOM HQ, RO, sub-offices, Programme Managers, PSU and IOM partners as appropriate on the COM’s travels (within and outside Papua New Guinea), facilitating the availability of all necessary documents and information for each event.

8. Draft routine business documents, correspondence and directives, on behalf of the COM for his/her signature and follow-up when required.

9. Screen documents presented to COM for signature to verify that the relevant signatures and supporting documents are present.

B) Administration & Management responsibilities.

1. Take minutes of the Senior Management Meeting. Follow up on administrative action points arising from the decisions of the COM and coordinate with relevant units, as necessary.

2. Handle the logistics preparation and implementation of all management workshops, seminars and receptions, in addition to assisting in the organization of other events as well as preparation of the estimated cost of each event to be included in budget and funding requests.

3. Screen IOM Papua New Guinea mailbox and distribute e-mails to the concerned staff members.

4. Coordinate and set up all conference calls.

5. Provide day-to-day administrative guidance to the IOM Papua New Guinea receptionist.

C) Other responsibilities

1. Maintain confidentiality of sensitive information as defined by the mission's requirements and IOM policies.

2. Perform any other related task as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with five years of relevant experience; or,

• Bachelor's degree in business administration or related field from an accredited institution with three years of relevant professional experience.

Experience

• Experience providing administrative and executive support to senior management.

• Experience coordinating meetings, official travel and events. 

• Experience drafting, reviewing and managing official correspondence and documentation.

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization, private companies in a multi-cultural setting.

Skills

• Attention to detail and ability to organize paperwork in a methodical manner. 

• Discreet, detail-oriented and client-oriented, patient, and willing to learn new things. 

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

• Strong organizational and coordination skills with the ability to manage multiple priorities.

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 Tok Pisin. 

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 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 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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