Executive Assistant to the Chief of Mission

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:

1. Manage incoming and outgoing correspondence and ensure proper distribution and follow-up on all required actons. 
2. Maintain an updated calendar of official events, visits, and key mission activities, ensuring appropriate follow-up and reminders.
3. Draft and prepare routine correspondence, meeting notes, minutes, reports, and other documents as requested.
4. Follow up with staff to ensure they provide the CoM with meeting/briefing notes and background documents ahead of his meetings.
5. 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.
6. 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.
7. 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.
8. 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:

   1. 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.).
   2. Support the organization of high-level visits, official events, and mission-wide meetings, including preparation of briefing materials, logistics, and protocol arrangements.
   3. Maintain confidentiality of sensitive information and ensure proper handling of documents and communications within the CoM’s office.
   4. Oversee general cleanliness and maintenance of the CoM office.
   5. Perform any other responsibilities that may be assigned by the Chief of Mission 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.
   6. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
   7. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
9. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.