SVN MX032-2025-Executive Assistant to the Deputy Chief of Mission

Established in 1951, IOM is the leading intergovernmental organization in the field of migration and works closely with government and non-governmental partners. IOM is dedicated to promoting human and orderly migration for the benefit of all. To do so, it provides services and advice to governments and migrants to ensure that migrants' needs and rights are respected.

Under the direct supervision of the Deputy Chief of Mission (CoM) and in coordination with the Heads of the Country Office units and relevant units at HQ and the Regional Office, with a high level of discretion and confidentiality, the incumbent will provide assistance to the DCoM in all aspects of her/his duties ensuring an efficient operation of the DCoM Office. 

In particular, the incumbent will be responsible for the following specific duties:

• Arrange meetings and appointments for the DCoM with interlocutors often of high level and establishes agenda for DCoM’s visitors, meetings, round table discussions and other events.
• Prepare reports, briefings and background information on regular basis or as requested by the DCoM.
• Liaise and carry out administrative procedures regarding the mission´s and staff immunities and privileges with the Ministry of Foreign Affairs, as well as visa procedures for staff and IOM visitors.
• Liaise and coordinate meetings/activities with other United Nations agencies.
• Participate in meetings and conferences; assist in coordinating activities with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors, and other stakeholders relevant to the Head of Mission office. 
• In coordination with the Country Office Units, compiles information material and other documentation, drafts mission papers and reports as requested by Headquarters and/or other IOM units and drafts papers and reports as required.
• Receives and reviews all incoming communications for the DCoM, handling them directly where appropriate.
• Drafts meeting reports and minutes, and routine correspondence, reports and documents related to IOM operational and administrative matters.
• Ensures proper follow up of external and internal requests and actions requested by the DCoM to others or by others to the DCoM so that these are answered and completed within set deadlines.
• Works with high level of discretion in providing wide-ranging administrative assistance to the DCoM Office and manage highly confidential information with tact and discretion.
• As and when assigned by the DCoM, prepares national and international meetings, conferences and visits to IOM Mexico, including the organization of the agenda with external interlocutors, coordination of travel arrangements, as well as the itinerary of IOM visitors.
• Organizes filing system, ensures record keeping and maintenance of all relevant correspondence; keeps mailing list and contact database updated; maintenance of rosters of all partners.
• Make travel arrangements and its corresponding administrative procedures.
• Performs any other duties as assigned by the DCoM. Education
  • Secondary School Diploma with five years of relevant working experience.    Experience
    • Professional experience in an Administration and Project support role. 
    • Experience and proven competencies in liaising with a variety of stakeholders, including governmental authorities, international and national institutions, diplomatic missions and non-governmental partners;   Skills
      • Excellent written and verbal communication skills;
      • Excellent organizational and administrative skills, with strong attention to detail;
      • Ability to work to deadlines and under pressure;
      • Ability to prepare clear and concise reports, with proven research experience;
      • Demonstrated computer literacy, especially with Microsoft Office software suite; 
      • Ability to respond quickly and diligently to simultaneous requests. Languages
        • Excellent knowledge of spoken and written English and Spanish;     Required Competencies     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 1)
• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.