Overview
Provide comprehensive administrative and secretarial support to the Chief of Mission, managing their agenda, correspondence, and travel arrangements to ensure the efficient operation of the Mission.
Key Responsibilities
- Manage the Chief of Mission’s official agenda and arrange meetings.
- Draft and submit reports, correspondence, letters, Notes Verbale, and memoranda.
- Receive visitors, attend to queries, and manage incoming/outgoing correspondence.
- Maintain records of correspondence and IOM documents.
- Manage visa processing for international and TDY staff.
- Collate correspondences for the CoM’s signature.
- Organize filing of COM’s internal and external communication.
- Coordinate senior staff meetings and events.
- Organize in-country and international duty travels of the Chief of Mission.
- Prepare duty travel for the COM, including visas and security clearances.
- Set up, coordinate, and flag internal and external meetings.
- Facilitate internal and external meetings and coordinate preparation of talking points.
- Coordinate and share minutes with relevant staff.
- Draft and share approved reports of meetings.
- Provide general secretarial support to the office and during meetings.
- Perform any other duty as assigned by the supervisor.
Required Experience
- High school diploma with six years of relevant experience; or, Bachelor’s degree with four years of relevant professional experience in liaising with a variety of partners at all levels of the hierarchy.
- Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook.
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Qualifications
- High school diploma; or,
- Bachelor’s degree in Management, Business Administration or related fields from an accredited institution.
