Senior Executive Assistant to the Regional Director

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. 

Support to the Regional Director (RD)

1. Manage and monitor a high volume of complex and often confidential correspondence and documentation, ensuring accuracy, prioritization, timely response and proper archiving. 
2. 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.
3. Coordinate all travel arrangements for the RD, including itineraries, clearances, visas, expense claims and logistics, ensuring timely communication with relevant departments and receiving office.
4. 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. 
5. Organize and coordinate internal and external meetings, including scheduling, communication with participants, and follow-up on action points; take minutes when required.
6. Track senior-level inter-agency and external meetings to ensure IOM participation and follow-up; maintain updated records of partner engagements and contacts.
7. 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

   1. Manage the RD’s calendar, appointments, and visits; ensure effective coordination and information flow between the RD and internal/external stakeholders.
   2. Oversee logistics and protocol arrangements for high-level meetings and events, including liaison with the Ministry of Foreign Affairs of Panama and other authorities.
   3. Provide policy advice and support on protocol matters, including visas, permits, accreditations, imports/exports, and privileges for international staff.
   4. Coordinate mission visits, conferences, trainings, and events hosted in Panama; manage related hospitality arrangements and procurement processes.
   5. Supervise and guide office support staff; ensure efficient workflows and promote improvements to administrative systems and processes.
   6. Provide informal translations and ensure confidentiality in handling sensitive information.
   7. Perform other duties as required. 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.
   8. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 2)
   9. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
8. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.