Executive Assistant to the Chief of Mission

Baghdad

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

Job Description

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management Unit in the Movement, Resettlement and Labour Pathways (MRLP) Division at IOM’s Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes

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.

Under the overall and direct supervision of the Chief of Mission (CoM) in Iraq and, in collaboration with the Deputy Chief of Mission (DCOM), the Excecutive Assistant will provide comprehensive administrative and logistical support to the Office of the Chief of Mission. The incumbent will assist in ensuring efficient coordination of office operations, effective communication flow, and timely handling of administrative requirements in support of the CoM’s functions and mission priorities in addition to the following responsibilities:

Responsibilities

Manage incoming and outgoing correspondence and ensure proper distribution and follow-up on all required actons.
Maintain an updated calendar of official events, visits, and key mission activities, ensuring appropriate follow-up and reminders.
Draft and prepare routine correspondence, meeting notes, minutes, reports, and other documents as requested.
Follow up with staff to ensure they provide the CoM with meeting/briefing notes and background documents ahead of his meetings.
Coordinate all internal staff meetings by making monthly/weekly schedules as necessary, sending out notices and follow up to ensure participation of the relevant staff. Assist in following up on action points discussed during the meetings.
Maintain an updated record of all external and inter-agency meetings and coordinate IOM’s participation by confirming attendance with the meeting organizers. Ensure that the designated participants submit Notes for File or meeting summaries following their participation.
Liaise with internal units, sub-offices, government counterparts, UN agencies, and other partners to facilitate communication and information flow to and from the CoM’s office.
Serve as the coordination and control point for all correspondence, meeting requests, and documents requiring the Chief of Mission’s review or approval. Ensure that such requests are routed through the appropriate channels — including review by the Head of Resources Management or relevant Project Manager — before submission to the CoM. Maintain proper tracking to ensure timely follow-up and feedback.

Administrative Duties:

Coordinate the preparation and review of administrative and financial documents related to the CoM’s office (e.g. travel requests, security clearances, visas, purchase requisitions, expense claims etc.).
Support the organization of high-level visits, official events, and mission-wide meetings, including preparation of briefing materials, logistics, and protocol arrangements.
Maintain confidentiality of sensitive information and ensure proper handling of documents and communications within the CoM’s office.
Oversee general cleanliness and maintenance of the CoM office.
Perform any other responsibilities that may be assigned by the Chief of Mission

Qualifications

Education

University degree in administrative field or a related field from an accredited academic institution with 3 years of relevant work experience
Completed Hight School Degree in the above fields or administrative field or a related field from an accredited academic institution with 5 years of relevant work experience.

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

Experience

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 in order to achieve desired goals.
Strong work ethics and ability to meet deadlines.
Ability to handle confidential matters.
Ability to present clear and concise information.
High sense of responsibility, dedication and honesty are desirable attributes
Experience in working in an international environment and in liaising with a variety of partners at all levels of the hierarchy

Skills

Proficiency in Microsoft Office, especially Word and Excel Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
Calendar management (scheduling meetings, travel, events)
Managing correspondence and official communications
Office management and coordination

Languages

English
Arabic

IOM’s official languages are English, French and Spanish.

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 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)
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Alternative Required Language 1: English
Alternative Required Language2: Arabic

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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