Assistant to the Regional Director

For the full vacancy notice, please click here

Context

Under the direct supervision of the Regional Director, the incumbent will provide secretarial and administrative support to the Regional Director in the day-to-day management and functioning of the Regional Office.

Core Functions / Responsibilities

1. Manage the Regional Director’s official agenda: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions. Organize filing and reference systems in accordance with IOM guidelines. Manage the participation of senior staff in meetings and events, provide and coordinate the exchange of information and manage transportation;
2. Organize the missions of the Regional Director: submit quarterly travel plans (QTP) to HQ, handle travel authorizations and security clearances as required, manage authorizations requests for travels to the Chief of staff (if not in the QTP), book accommodation, organize local transportation and liaise and coordinate with IOM field offices for the preparation of relevant background information. Carry out TDY-related research and filing and prepare relevant documentation. Manage the booking and purchase of transportation means (flight and train tickets) and follow-up the payment of invoices;
3. Prepare and coordinate the preparation of national and international meetings, conferences, and visits with external stakeholders (diplomatic representations and high-level interlocutors at the European institutions, amongst others). Prepare the agenda of IOM senior visitors, including the Director General, Deputy Director General and Senior Regional Advisors, and ensure adequate filing of related documents;
4. Coordinate the visits of external delegations in coordination with IOM field missions (seminars, conferences, venue, agenda, meetings, draft reports, hotels, transports, meals, daily subsistence allowance, etc.), including managing the visa status of foreign officers and visitors;
5. Draft, validate and submit reports of meetings and notes for the file, routine correspondence, letters, Note Verbales, memoranda, faxes as well as IOM documents and forms related to IOM operational and administrative matters. Ensure the adequate formatting and filing of correspondence and documents related to the Regional Director;
6. Maintain the adequate filing of IOM General Instructions, records of meetings and reports sent to the Regional Office, as well as correspondence from DGO/DDG, compile information material and other documentation as requested by Headquarters and/or other IOM missions;
7. Carry out English-French translations of relevant documents for the Regional Director as required;
8. Ensure adequate liaison with high-level interlocutors on behalf of the Regional Director;
9. Prepare and submit medical claims and educational claims for the Regional Director, provide relevant information to HQ Departments and Manila Administrative Center and filing;
10. Follow up on external and internal email, mail or fax requests through coordination and/or signature of the Regional Director. In coordination with the receptionist/front office, ensure proper distribution of emails sent to the Regional Office;
11. Maintain records and filing of travel authorizations and other administrative documents approved by the Regional Director and the RRMO from the IOM missions covered by the Regional Office;
12. Update the address/phone contact list and contact database;
13. Any other duty within the incumbent’s capabilities as assigned by the Regional Director.

Required Qualifications and Experience

Education

• Completed Bachelor’s degree from an accredited academic institution, preferably in business Administration, Public Administration, or a related discipline with a minimum of 3 years of relevant experience,

Or

• High School Degree with minimum of 5 years of relevant professional experience.

Experience and skills

• Proven professional experience directly related to the core functions/responsibilities specified above;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is required;
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Ability to work under pressure;
• Attention to detail and ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things.

Languages
Fluency in English and French (oral and written).
Knowledge of Spanish is an advantage.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Belgium will be eligible for consideration.