Special Assistant to the COM

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 as well as external women candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the direct supervision of the Chief of Mission (CoM) in Iraq and in close coordination with the Deputy Chief of Mission (DCoM), the Special Assistant to the CoM will provide organizational, coordination, communication and administrative support to the IOM Iraq Executive Office.

The incumbent will assist the CoM in following up priorities and decisions, reviewing and preparing correspondence and briefing materials, coordinating meetings and official engagements, maintaining timely internal and external communication, and consolidating information and reports in coordination with relevant programme and support units, sub-offices and senior management.

In carrying out these functions, the incumbent will exercise discretion, sound judgment and initiative within established IOM policies, procedures and delegated instructions, and will support the CoM and DCoM in ensuring timely follow-up and continuity of Executive Office functions.

Responsibilities

1. Work closely with the Chief of Mission (CoM) and Deputy Chief of Mission (DCoM) to assist in the accomplishment of their mandate, objectives and leadership of IOM Iraq by analyzing issues, making basic recommendations, identifying action points and following up on implementation.

2. Manage and review correspondence prior to the CoM’s signature, including recommendations for decisions by the CoM.

3. Ensure timely response, effective follow-up and overall communication internally and externally for the CoM and DCoM; provide inputs and prepare draft responses to incoming communications, including initiating necessary correspondence.

4. Participate in internal and external meetings on behalf of the CoM or DCoM, when requested.

5. Keep abreast of, evaluate and review changes in policies and programmes; gather essential information on the Government of Iraq and other developments relevant to IOM Iraq to provide regular briefings and updates to the CoM and DCoM.

6. Provide organizational support to the CoM and DCoM through the IOM Iraq Executive Office and assist in the decision-making process.

7. Manage the overall administration in the areas of planning, coordination and organization of senior management meetings, mission meetings and Town Hall staff meetings; oversee the related Executive Office secretariat support function.

8. Liaise and maintain regular contacts and partnerships with stakeholders, including international organizations, governmental and non-governmental counterparts and the private sector in Iraq, including making necessary preparations for participation in relevant fora and activities.

9. Review and contribute to public remarks of the CoM and DCoM, as requested.

10. Support the CoM and DCoM in policy planning and programme matters and convey follow-up information and advice to stakeholders on specific topics, as designated by the CoM.

11. Monitor and keep track of organizational and operational developments across IOM Iraq and advise the CoM and DCoM on perspectives and implications, including initiating necessary follow-up actions.

12. Organize special events, including visits by diplomatic missions and delegations; plan and coordinate practical arrangements; manage briefing materials for the CoM and DCoM for external functions and travel; accompany them when requested; and follow up on action points as appropriate.

13. Consolidate and prepare regular periodic reports on activities and achievements in coordination with the IOM Iraq Senior Management Team for submission to Regional Office (RO) or to HQ.

14. Consolidate, analyse and contribute to the preparation of IOM Iraq Country Office quarterly mission reports in coordination with Mission management and relevant stakeholders, for submission to HQ and the Regional Office (RO).

15. Contribute to the preparation of various written reports pertaining to the functioning of the IOM Iraq Executive Office (e.g. draft background papers, information sheets, sections of reports and studies, etc.).

16. Provide input to the development and implementation of IOM’s strategy for welcoming and supporting incoming international staff and their families, including office support mechanisms for trailing spouses.

17. Prepare status reports and provide inputs and draft responses on concept notes and relevant documents for review by the CoM and, as appropriate, the DCoM.

18. Undertake duty travel to IOM Iraq field locations in support of the CoM and DCoM in connection with the above duties.

19. Manage calendars of meetings; organize appointments with internal and external partners; directly attend to details of in-country and international travel of the CoM and DCoM, as required through the Executive Office.

20. Perform such other relevant duties as may be assigned by the CoM

Qualifications

Required Qualifications and Experience

Education

• Master's degree in International Relations, Political Science, Public Administration, Development Studies, Migration Studies, Humanitarian Affairs, Social Sciences, Information or Knowledge Management, Business Administration, Law or a related field from an accredited academic institution; or,

• Bachelor's degree in the above fields from an accredited academic institution with two years of relevant professional experience.

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

Experience

• Experience providing organizational, coordination, reporting or administrative support to senior management or an executive office; 

• Experience preparing and reviewing correspondence, briefing notes, talking points, meeting records, reports, presentations or related written products; 

• Experience consolidating information and following up actions, deadlines and commitments with multiple units or stakeholders; 

• Experience organizing senior-level meetings, official visits, events and travel arrangements, including preparation of briefing materials and follow-up; 

• Experience liaising with governmental authorities, United Nations entities, international or national institutions, diplomatic missions, civil society or other partners; 

• Experience handling sensitive information with discretion and maintaining accurate records and filing systems; 

• Experience in migration, humanitarian, peacebuilding, development or displacement-related work in Iraq is an advantage; 

• Previous experience with IOM, another United Nations entity, an international organization or a government institution in a multicultural environment is an advantage.

Skills

• Good analytical, research and organizational skills, with the ability to identify relevant information and support practical follow-up;

• Excellent drafting, editing and presentation skills in English and Arabic, including the ability to prepare concise materials for senior audiences;

• Strong coordination, communication, diplomacy and interpersonal skills;

• Ability to establish and maintain effective working relationships with colleagues, government counterparts, United Nations entities and other partners;

• Good knowledge of the United Nations system and inter-agency coordination; knowledge of IOM’s mandate and the Iraq operating context is desirable;

• Proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams and SharePoint, and the ability to maintain practical trackers and repositories;

• Ability to manage multiple priorities, meet deadlines, maintain accuracy and confidentiality, and work effectively under supervision.

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 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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