Executive Assistant to the Regional Director

Context

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Under the direct supervision of the Regional Director and in close collaboration with relevant units within the Regional Office, the Executive Assistant will be responsible and accountable for the management and monitoring of the overall function of the office of the IOM Regional Director for West and Central Africa.

In particular, s/he will perform the following functions:

Core Functions / Responsibilities

1. Process and monitor correspondence and documentation, often of confidential and sensitive nature with uncompromised integrity and confidentiality; ensure appropriate routing, prioritization, informal translation and timeliness.

2. Follow-up the timely progression of SES activities with all direct supervisees of Regional Director and set-up meetings as necessary;

3. Follow up with units to ensure the timely submission of meeting/briefing notes and background documents ahead of Regional Director’s meeting;

4. Coordinate all internal staff meetings by making monthly/weekly schedules as necessary, sending out notices/invitations and follow up to ensure participation of the relevant staff. Assist in following up action points discussed at the meetings. Organize for the meetings and take notes/minutes when required;

5. Keep updated the already established archive of key documents, communication, and presentations to ensure institutional memory within the Executive office.

6. Keep track of senior level external and inter-agency meetings and coordinate with relevant units to ensure IOM’s participation, with close follow-up with the meeting organizers. Ensure relevant staff attending the meeting provides Notes for File;

7. Maintain updated database of profiles of UN agencies, high-level partners, and donors, with their detailed address including email and telephone list respectively;

8. Review and comment on correspondences and documents before the submission for Regional Director’s signature and make follow-up when required;

9. Engage in proactive communication with the Regional Director on his appointments/meetings and manage his professional agenda;

10. Manage the Executive Office’s (Regional Director and the Senior Regional Policy and Liaison Officer) travel arrangements in coordination with relevant units; including flight booking, hotel booking, expense claims and following up to ensure, necessary visas, security clearances and inoculations are obtained. Coordinate with different departments in the mission and ensure Regional Director’s Quarterly travel plans are prepared and communicated to relevant bodies on a timely basis;

11. Coordinate the logistic arrangements of meetings with high-level officials including all preparation, delivery and follow-up activities with internal and external partners and participants; consolidate the event and/or meeting folder to support the supervisor’s participation in meetings, councils, and programme activities;

Administrative Duties:

12. Coordinate as needed with different missions to organize scheduled visits to Dakar for conferences, meetings, trainings, and TDYs etc.;

13. Manage and monitor all purchases for the Executive Office. Process all purchase requisitions and follow up with procurement to ensure timely delivery;

14. Plan and organize Dakar hospitality events such as working lunches, cocktails, and dinners organized by the Regional Director in coordination with relevant departments;

15. Manage and follow up the settlement of different bills monthly; and oversee the general cleanliness and maintenance of the Regional Director’s office;

16. Coordinate regular follow-up visits to check the UN PO Box and IOM PO Box to receive/pick up relevant correspondence

Liaison & Protocol:

17. Perform protocol and logistics liaison function with the Government of the Republic of Senegal, mainly with the Ministry of Foreign Affairs, as required.

18. Ensure timely process application of” first arrivals” for those international staff assigned to the IOM Regional and Country Offices in Senegal with the objective to ensure that the Carte Orange as well as all other residency related documents are obtained and renewed on time.

19. Coordinate, negotiate and solve sensitive matters with the relevant representatives of Ministry of Foreign Affairs, Directory of Protocol, related to IOM staff pending request.

20. Provide guidance and process invitation letters to obtaining the e-visa to IOM staff travelling to Senegal.

21. In close coordination with procurement and logistics units and upon request, to facilitate Notes Verbales on imports/exports as necessary.

22. In coordination with Human Resources, maintain an updated record of the international staff, with the main objective of track expiry dates of documents, visas, and remind staff members to initiate timely action for processing renewals.

23. Perform other duties as required.

Required Qualifications and Experience

Education

· High school diploma with six years of experience in administration, secretariat

or,

Bachelor’s degree in Business Administration or related fields from an accredited institution with four years of relevant professional experience.

Experience

• Work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in writing clearly and effectively in French and in English, Adapting wording and style to the intended audience.
• Experience liaising with governmental offices
• Experience organizing professional events

Skills

• 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; and,
• High level of interpersonal communication and negotiation skills; commitment, efficiency, flexibility, drive for results,
• Demonstrated ability of working effectively and harmoniously with colleagues from varied cultures and professional backgrounds to achieve desired goals.
• Clearly communicates, and listens to feedback on, changing priorities and procedures

Languages

Fluency in English and French is required.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.
• Integrity & 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.

Core competencies

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

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,

accreditation, any residency or visa requirements, and security clearances.

Female candidates with the above qualifications are encouraged to apply.