Responsibilities
- Provide professional secretarial assistance to the CoM. Efficiently and discreetly manage the CoM’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings with effective professional coordination.
- Support the organization of regular and ad-hoc meetings for the Country Office (CO); prepare meeting minutes/ summaries of actions to be taken as required. Track progress on agreed action points and issues raised; follow up with focal points on deadlines, commitments made, actions taken, submission of reports, etc.
- Screen incoming
- communications, filter outgoing correspondence for CoM’s signature. Organize incoming and outgoing mail and courier. Oversee the tracking and distribution of incoming correspondence and forwarding to the staff concerned while making sure that the correspondence log for tracking purpose is maintained by the CoM Assistant.
- Liaise and coordinate with governments, United Nation (UN) agencies, embassies, partners, and other IOM Missions as per the CoM’s directives. Maintain an optimal
- communication flow to/from the CoM’s office with CO personnel, Regional Office and other Missions, as well as external counterparts through effective use of written, verbal and electronic communication while maintaining confidentiality of information and data where appropriate.
- Be responsible for the travel arrangements for the CoM in coordination with relevant units within IOM, including coordination of preparations and updating of the CoM’s Quarterly Travel Plan; itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, preparation of expense claims, etc.
- Verify record keeping and maintenance of all relevant correspondence, according to IOM guidelines. Maintain the filing / archiving system following data protection principles and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.
- Facilitate knowledge building and management by contributing to knowledge networks and communities of practice, and supporting organization of training to staff on coordination, administration, and protocol issues as required.
- Maintain protocol procedures and update database of contacts of government officials, members of diplomatic entities, UN agencies and other partners for the CoM.
- Prepare and maintain regular basic summary analyses and reports, to facilitate provision of inputs for senior management decisions and meetings of CoM, through coordinating, compiling inputs from relevant units as necessary and supporting in draft talking points and PPT preparations for CoM.
- Perform such other duties as may be assigned.
Qualifications
Required Qualifications and Experience:
Education
- University degree in Business Administration, Social Sciences, or a related field from an accredited academic institution with four years of relevant professional experience; or
- Completed High School / Secondary school
- education with six years of relevant professional experience.
Experience
- Experience in general office administration functions.
- Experience in a customer service-based role.
- Experience in providing executive assistant.
Languages
For all applicants,
- Fluency in English is required (oral and written).
- Working knowledge of standard Arabic (Fusha) is required.
SKILLS
- Strong multi-task prioritization, organizational, coordination, attention to details and time management skills.
- Excellent verbal and written
- communication skills.
- Excellent time management, organizational, interpersonal and team working skills with knowledge insights of business administration.
- Demonstrated proficiency with Microsoft Office applications, including Excel, Word, SharePoint, Good knowledge of information technology. eU2tXtk BVUcJh
- Ability to draft talking points with high level language proficiency and accuracy without distorting the information flow.
- Working knowledge and understanding of basic research and report writing skills.
- Knowledge of IOM/UN regulations, policies and procedures will be an asset.
- Strong coordination skills with self-organized and motivated manner and ability to maintain respectful working atmosphere.
- Proven ability to accomplish assignments with little supervision.
- Proven Ability to handle information and documents with confidentiality.
- Proven Ability to be resourceful and proactive in dealing with issues that may arise.
Required Competencies
Values
- Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency maintain 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 -level 1
- 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 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.
IOM’s competency framework can be found at this link.
https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf
Competencies will be assessed during a competency-based interview.
Other
Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.
This is a national position and as such only Egyptian citizens and legal residents with authorization to work in Egypt at the time of the application will be considered.
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.
Job Info
- Job Identification 11070
- Posting Date 08/08/2024, 09:15 AM
- Locations
- Cairo, Egypt
- Apply Before 08/22/2024, 08:59 PM
- Job Schedule Full time
- Job Shift Day
- Recruiting Type General Service
- Grade G-6
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More Information
- Job City Cairo, Egypt
