Somalia: Executive Assistant to the Chief of Mission

Starting date:

1-Mar-2018

OVERVIEW OF CTG GLOBAL

CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.

OVERVIEW OF THE POSITION

IOM is an intergovernmental organization that provides services and advice concerning migration to governments and migrants, including internally displaced persons, refugees, and migrant workers. As of September 2016, it became a related organization of the UN. It was initially established in 1951 as the Intergovernmental Committee for European Migration (ICEM) to help resettle people displaced by World War II. As of June 2016, the International Organization for Migration has 166 member states and eight observer states. It is the principal intergovernmental organization in the field of migration. IOM's stated mission is to promote humane and orderly migration by providing services and advice to govt. and migrants.

IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, be they refugees, displaced persons or other uprooted people.

IOM works in the four broad areas of migration management: migration and development, facilitating migration, regulating migration and addressing forced migration. Cross-cutting activities include the promotion of international migration law, policy debate and guidance, protection of migrants’ rights, migration health and the gender dimension of migration.

IOM works closely with governmental, intergovernmental and non-governmental partners.

GENERAL FUNCTIONS

Role objective:

Under the overall and direct supervision of the Chief of Mission (CoM), and in coordination with the Human Resources Officer (HRO) the incumbent will be responsible for managing the Chief of Mission's diary.

Expected output:

Organize and facilitate official meetings, conferences, incoming and outgoing visits and missions, as assigned by the Chief of Mission (CoM);

Arrange appointments and manage the Chief of Mission’s calendar. Prepare meeting briefs on matters to be considered prior to scheduled meetings;

Collate and review correspondences prior to the CoM’s signature, including recommendations for decisions by COM;

Prepare duty travel of the Chief of Mission, 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 travel authorizations and travel expense claims are submitted in a timely manner;

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;

Draft routine 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;

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

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;

Assist International staff with attendance issues.

Provide general secretarial support to the office and during meetings;

Assign reference number and keep tracking sheet for all travel authorizations and letters of invitation issued in Mogadishu and sub-offices in Somalia.

Book accommodation for TDYers coming to Mogadishu.

Any other duties, as assigned by the CoM or Human Resources Officer.

Project reporting:

This position reports to the Chief of Mission

Team management:

This role does not have team management responsibilities

ESSENTIAL EXPERIENCE

Education:

Bachelor's in Social Sciences or Management form an accredited academic institution with atleast 4 years of relevant experience and/or High Schoolwith atlease 6 years of work experience in related fields.

Work experience:

Minimum of 6 years of demonstrable relevant Administration experience.

Geographical experience:

Minimum of 6 years of experience in Africa with local experience in Mogadishu is an advantage.

Languages:

Fluency in English and Somali are essential.

Key competencies:

Experience:

Experience working with administration;

Experience writing summary reports, meeting minutes;

Experience in public relations, liaison and communication will be an advantage.

Competencies

Accountability – takes responsibility for action and manages constructive criticisms

Client Orientation – works effectively well with client and stakeholders

Continuous Learning – promotes continuous learning for self and others

Communication – listens and communicates clearly, adapting delivery to the audience

Creativity and Initiative – actively seeks new ways of improving programmes or services

Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;

Performance Management – identify ways and implement actions to improve performance of self and others.

Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;

Professionalism - displays mastery of subject matter

Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

Technological Awareness - displays awareness of relevant technological solutions;

Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM ( optional depending on position level)

Other relevant information:

Internals of the Organization and NMS candidates, as well as external female candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.

The appointment is subject to funding confirmation.

The appointment will be subject to certification that the candidate is medically fit for appointment, accreditation.

Please note the last date for applying for this role is 31.1.2018.

Interested candidates should create a profile and apply on CTG Global careers website (click here). Please refer to the vacancy number: VAC-1250.Shortlisted candidates will be contacted for an interview.