Somalia: Executive Assistant and Programme Support

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Executive Assistant and Programme Support

Vacancy Number: SVN/IOMSO/001/2020

Duty Station: Mogadishu, Somalia

Classification: General Service, Grade G7 **

Type of Appointment: Short term, six months with possibility of extension

Estimated Start Date: As soon as possible **

Closing Date: 03 February**, 2020**

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the direct supervision of the Chief of Mission (CoM) for IOM Somalia, and in coordination with the Programme Support Unit (PSU) Coordinator, the incumbent will support the Chief of Mission and the Programme Support Unit offices in Somalia.

Core Functions / Responsibilities:

1 Support government liaison with the federal and state ministries, UN agencies, well as donors and other key partners; organize meetings and support the CoM participation in diplomatic events and meetings;

2 Facilitating CoM’s contacts with and providing assistance in liaising with all the relevant authorities, UN Agencies, Government Agencies, Officials regarding the IOM official presence and implementation of IOM projects in the Federal Republic of Somalia.

3 Review substantive correspondence from IOM to Somalia officials, and recommend changes based upon knowledge of the government decision-making process;

4 Organize and facilitate conferences, workshops, incoming and outgoing visits and missions, as assigned by the CoM and PSU Coordinator;

5 Arrange appointments and manage the Chief of Mission’s calendar. Follow up with units to ensure the timely submission of meeting/briefing notes and background documents ahead of COM’s meeting. And assist in developing the briefing materials for COM’s meetings and missions.

6 Collate and review correspondences prior to the CoM’s signature and make follow up when required.

7 Prepare duty travel of the Chief of Mission and PSU team, including timely submission and follow up on Travel Authorizations (TAs), entry visas, security clearances (UNDSS), flight reservations/accommodation, and with other IOM missions and/or host entities; ensure that the CoM’s and PSU team travel authorizations and travel expense claims are submitted in a timely manner;

8 Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelines. Develop, maintain and update database for documentation related to the programmes;

9 Draft correspondence, letters, reports, memoranda, as well as IOM documents and forms related to IOM administrative matters. Serve as interpreter and informally translate documents as required;

10 Work with high level of discretion in providing wide-ranging administrative assistance to the CoM’s Office and manage highly confidential information with tact and discretion;

11 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.); as requested, participate in internal and external meetings, brainstorming sessions and training workshops; coordinate and share minutes with relevant staff and make revisions as required; send out reminders to meeting participants on agreed action points;

12 Provide administrative and financial support to the CoM’s office and during meetings; provide administrative support to PSU, including recording and procurement of visibility items;

13 Assign reference numbers and maintain tracking sheet for all letters issued and MoUs signed in Mogadishu and sub-offices in Somalia;

14 Ensure management and confidentiality of IOM files and records;

15 Monitor and maintain an updated record of government contacts and members of the diplomatic corps;

16 Any other duties as may be assigned.

Required Qualifications and Experience

Education

  • Minimum Bachelor’s Degree in Business Administration or related field with higher responsibilities to senior management, preferably in an international organization or multi-national corporation with five years of experience; or
  • High School degree in the above fields with minimum of seven years of relevant professional experience.

Experience

  • Experience with government liaison, including high level government meetings;
  • Experience working with administration;
  • Experience writing summary reports, meeting minutes;
  • Experience in public relations, liaison and communication will be an advantage.

Languages

Fluency in English and Somalia is required (oral and written).

Required Competencies

Values

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • 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.

Core Competencies – behavioural indicators level 2

  • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
  • Delivering results: pproduces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
  • Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
  • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

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