Senior Executive Assistant to the Regional Director

Panama City

Organization: IOM - International Organization for Migration
Location: Panama City
Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
- Managerial positions
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 direct supervision of the Regional Director and in close collaboration with relevant Units within the Regional Office, Country Offices, Headquarters, Administrative Center, UN Agencies, Donors, Embassies, the Senior Executive Assistant will be responsible and accountable for the management and monitoring of the overall function of the Office of the Regional Director in the Regional Office for the Latin America and the Caribbean.

Responsibilities

Support to the Regional Director (RD)

Manage and monitor a high volume of complex and often confidential correspondence and documentation, ensuring accuracy, prioritization, timely response and proper archiving.
Serve as the primary reference point for office operations, providing guidance on procedural, administrative, and substantive matters; draft and respond to correspondence independently as needed.
Coordinate all travel arrangements for the RD, including itineraries, clearances, visas, expense claims and logistics, ensuring timely communication with relevant departments and receiving office.
Ensure timely preparation and submission of briefing notes and background documents for RD meetings and official travels; assist in preparing related materials in coordination with relevant units and offices.
Organize and coordinate internal and external meetings, including scheduling, communication with participants, and follow-up on action points; take minutes when required.
Track senior-level inter-agency and external meetings to ensure IOM participation and follow-up; maintain updated records of partner engagements and contacts.
Review and edit documents and correspondence before submission for the RD’s signature, ensuring clarity, consistency, and compliance with institutional standards.

Regional Office Administrative and Protocol Support

Manage the RD’s calendar, appointments, and visits; ensure effective coordination and information flow between the RD and internal/external stakeholders.
Oversee logistics and protocol arrangements for high-level meetings and events, including liaison with the Ministry of Foreign Affairs of Panama and other authorities.
Provide policy advice and support on protocol matters, including visas, permits, accreditations, imports/exports, and privileges for international staff.
Coordinate mission visits, conferences, trainings, and events hosted in Panama; manage related hospitality arrangements and procurement processes.
Supervise and guide office support staff; ensure efficient workflows and promote improvements to administrative systems and processes.
Provide informal translations and ensure confidentiality in handling sensitive information.
Perform other duties as required.

Qualifications

Education

High school diploma with seven years of relevant experience; or,
Bachelor’s degree in international relations, Business Administration, Public Relations or related fields from an accredited institution with five years of relevant experience.
Courses on Etiquette and Protocol will be an asset.

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

Experience

At least five years of relevant professional experience.
Proficient in Microsoft Office applications.
Attention to detail, ability to organize paperwork in a methodical way.
Discreet, details and clients-oriented, patient and willingness to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multicultural setting is an advantage;

Skills

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

Languages

For this position, fluency in English and Spanish is required (oral and written).
Working knowledge of French or Portuguese.

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 2)

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 2)

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: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-7
Alternative Required Language 1: English
Alternative Required Language2: Spanish

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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