Assistant to Chief of Mission

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 ROAP Regional Director (RD) and direct supervision of the Chief of Mission (CoM), the incumbent will support the CoM in his/her daily duties and be responsible for the following tasks:

1. Manage the CoM’s agenda and organize external meetings with Officials of the Government including liaison on protocol related matters, Embassies and Consulates, partners of the United Nations System, international and national Nongovernmental Organizations, civil society, media and private sector.
2. Organize and coordinate meetings with staff members at the request of the CoM, internal bi-weekly meetings with Senior Management Team and Extended Senior Management Team, as well as relevant members of the personnel; maintain minutes and records of meetings and ensure followup on action points as requested.
3. Coordinate the preparation of events in cooperation with the relevant Units as required.
4. Coordinate CoM participation in external Working Groups, Development Partners Groups, UN Country Team (UNCT), Security Management Team (SMT) and other UN meetings, while acting as Secretariat role in those Groups where the CoM has a chairperson responsibility.
5. Conduct research, compile data, and assist in the preparation of papers and presentations by the CoM.
6. Collect inputs from Project Managers and help with the preparation of the various reports for preparing briefing notes, speeches, official statements and publication by the CoM.
7. Reply to queries and meeting/interview requests by the media, in coordination with the Communications and Public Information Assistant.
8. Read incoming memos, documentation and correspondences to determine their significance and plan their dissemination, in consultation with the CoM.
9. Provide daily administrative and clerical support, including tracking of office contracts and agreements, travel arrangements, scheduling meetings, maintaining filing system, manage the Country Office’s general mailbox and disseminate e-mails as appropriate.
10. Perform such other duties as may be assigned. Education
    • University Degree from an accredited academic institution preferably in Political Science, Social Sciences, Business Administration, International Relations, Development Studies, Migration and Refugee studies or any other related fields with three years of relevant professional experience or Secondary School Education with five years of experience Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

        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 Languages
          • For this position, fluency in English is required (oral and written) and working knowledge of Malay language. 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.
11. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
12. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.