Executive Associate

Ankara

Organization: IOM - International Organization for Migration
Location: Ankara
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
Closing Date:

Job Description

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 candidates are considered first-tier candidates.

Context

Under the overall supervision of the Chief of Mission (COM) and the direct supervision of the Deputy Chief of Mission (DCOM), the Executive Associate will be responsible for the following:

Responsibilities

Manage the Chief of Mission’s and Deputy Chief of Mission’s official agenda: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions.
Draft and submit routine correspondence, letters, Notes Verbale, memoranda, as well as any IOM documents and forms related to IOM operational and administrative matters under the overall supervision of the COM/DCOM.
Communicate and consult with the Chief of Mission/ DCOM on any administrative matters with the respective Government Authorities.
Receive visitors of COM and/ or DCOM, attend to queries received by the Mission, manage incoming and outgoing correspondence, and invitations and phone calls for the COM and DCOM.
Maintain records of all, routine correspondence/letters, Notes Verbale memoranda, as well as IOM documents and forms related to IOM operational and administrative matters.
Coordinate documents for signature by CoM/DCOM and organize filing of COM’s/DCOM’s internal and external communication, documents, etc., and maintenance of the office correspondence reference systems in accordance with IOM guidelines.
Organize the in-country and international duty travels of the Chief of Mission and DCOM: submit Quarterly Travel Plan (QTP) to RO, handle travel authorizations and security/medical clearances as required, manage authorizations requests for travels in coordination with the Regional Office (as needed).
Prepare duty travel of the COM and DCOM, including timely submission and follow-up on visas, security clearances (UNDSS), flight reservations etc. for duty travel.
Under the guidance of the COM/ DCOM set up, coordinate and flag internal and external meetings including timely reminders to respective Units and Staff Members (programmes, admin/finance, logistics, procurement, IT, security etc.) and sub-offices; as requested, facilitate in arranging internal workshops; coordinate and share minutes with relevant staff.
Provide support to other units within the Mission by arranging workshops, meetings, trainings etc.
Provide general secretarial support to the office and during meetings.
Ensure that the COM/DCOM’s travel authorizations and travel expense claims are submitted in a timely manner.
Any other duty within the incumbent's capabilities as assigned by the direct and/or overall supervisor.

Qualifications

Education

Bachelor’s degree, preferably in the area of management or business administration or School diploma with at least three years of relevant experience, or,
High school diploma with five years of relevant experience.

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

Experience

Experience working in an international environment and in liaising with a variety of partners at all levels of the hierarchy.
Excellent communication and negotiation skills.
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds,
Ability to handle confidential matters
Ability to meet deadlines and work under pressure.
Good level of computer literacy, knowledge of SAP will be considered as an advantage.
Personal commitment, efficiency, flexibility, drive for results

Languages

Fluency in English and Turkish is required.

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 three 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 1) (applicable only if position is 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

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.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
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 online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Special Short Term Graded (Up to 9 months)
Initial Contract Duration: 9 months
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-5

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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