International Organization for Migration (IOM)

Office Executive Assistant

International Organization for Migration (IOM)
Mar. 13, 2023
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Job Description

Under the direct supervision of the Chief of Mission (CoM), the incumbent will provide full administrative and secretarial support at a senior level to the Chief of Mission to ensure the smooth management of his/her day-to-day affairs, and most effective use of her/his time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Chief of Mission’s absence.

Duties and Responsibilities

  • Manage CoM’s electronic diary, assessing priority of appointments and reallocation as necessary.
  • Manage CoM’s travel arrangements (including visas/accommodation).
  • Process CoM’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
  • Maintain CoM’s office systems, including data management and filing.
  • Maintain records of CoM’s contacts.
  • Screen calls, enquiries and requests, and deal with them when appropriate.
  • Assist CoM in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
  • Perform other duties as may be assigned.

Qualifications and Experience

  • High school diploma with 5 (five) years of relevant experience or,
  • Bachelor’s degree in Business Administration or related fields from an accredited institution with 3 (three) years of relevant professional experience.


  • Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook.
  • 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 multi-cultural setting is an advantage.
  • Written and verbal communication skills in English.
  • Tactfully and diplomatically handling irate clients.
  • Time management.
  • Working independently and collaboratively.
  • Attention to detail.
  • Self-motivated and confident.
  • Active listening.
  • Ability to work in a fast-paced environment.
  • Telephone etiquette.
  • Task prioritization.


Proficiency in written and spoken English.

Required Competencies


  • 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

  • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
  • Delivering results: produces 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 of 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.


  • Appointment will be subject to certification that the candidate is medically fit for appointment.
  • No late applications will be accepted.


How to Apply

Interested candidates are invited to submit their applications to:

NB: Only shortlisted candidates will be contacted. Female candidates who are qualified and experienced are especially encouraged to apply.

Deadline: 13 March 2023

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International Organization for Migration (IOM)

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 human and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

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