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.
ย 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:
- Manage the Chief of Missionโs and Deputy Chief of Missionโs official agenda: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions.ย
- 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.ย
- Communicate and consult with the Chief of Mission/ DCOM on any administrative matters with the respective Government Authorities.ย
- 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.ย
- Maintain records of all, routine correspondence/letters, Notes Verbale memoranda, as well as IOM documents and forms related to IOM operational and administrative matters.ย
- Coordinate documents for signature by CoM/DCOM and organize filing of COMโs/DCOMโs internal and external communication, documents, etc., and maintenance of the office correspondence reference systems in accordance with IOM guidelines.ย
- 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).ย
- 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.ย
- 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.ย
- Provide support to other units within the Mission by arranging workshops, meetings, trainings etc.ย
- Provide general secretarial support to the office and during meetings.ย
- Ensure that the COM/DCOMโs travel authorizations and travel expense claims are submitted in a timely manner.ย
- Any other duty within the incumbent's capabilities as assigned by the direct and/or overall supervisor.ย Education
- Bachelorโs degree, preferably in the area of management or business administration or School diploma with at least three years of relevant experience, or,ย
- High school diploma with five years of relevant experience.ย Accredited Universities are those listed in the UNESCO World Higher Education Database. ย Experience
- Experience working in an international environment and in liaising with a variety of partners at all levels of the hierarchy.ย
- Excellent communication and negotiation skills.ย
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds,ย
- Ability to handle confidential mattersย
- Ability to meet deadlines and work under pressure.ย
- Good level of computer literacy, knowledge of SAP will be considered as an advantage.ย
- Personal commitment, efficiency, flexibility, drive for resultsย Languages
- Fluency in English and Turkishย is required. ย Required Competencies ย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process. ย 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.