Executive Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and has since been a key player in the field of migration management. With a mission to promote humane and orderly migration for the benefit of all, IOM operates in over 100 countries worldwide. The organization focuses on various aspects of migration, including resettlement, movement management, and labor pathways, ensuring that migrants and refugees receive the necessary support and assistance. IOM's work is guided by its commitment to uphold the dignity and rights of migrants, and it collaborates with governments, NGOs, and other stakeholders to achieve its objectives. The organization employs thousands of staff members globally, dedicated to addressing the challenges and opportunities presented by migration.

Job Overview:
The Executive Assistant position is a vital role within the IOM office in Iraq, providing comprehensive administrative and logistical support to the Chief of Mission (CoM). The incumbent will be responsible for ensuring efficient coordination of office operations, effective communication flow, and timely handling of administrative requirements that support the CoM’s functions and mission priorities. This role requires a proactive approach to managing correspondence, scheduling meetings, and maintaining an organized office environment. The Executive Assistant will also play a key role in facilitating communication between the CoM and various internal and external stakeholders, ensuring that all necessary information is relayed accurately and promptly. The position demands a high level of professionalism, discretion, and the ability to handle sensitive information with confidentiality.

Duties and Responsibilities:
The Executive Assistant will manage incoming and outgoing correspondence, ensuring proper distribution and follow-up on all required actions. The incumbent will maintain an updated calendar of official events, visits, and key mission activities, ensuring appropriate follow-up and reminders. Responsibilities include drafting and preparing routine correspondence, meeting notes, minutes, reports, and other documents as requested. The Executive Assistant will coordinate all internal staff meetings, making monthly/weekly schedules as necessary, sending out notices, and following up to ensure participation of relevant staff. Additionally, the role involves liaising with internal units, government counterparts, UN agencies, and other partners to facilitate communication and information flow to and from the CoM’s office. The incumbent will also oversee the preparation and review of administrative and financial documents related to the CoM’s office, support the organization of high-level visits and official events, and maintain confidentiality of sensitive information.

Required Qualifications:
Candidates must possess a university degree in an administrative field or a related field from an accredited academic institution, along with a minimum of 3 years of relevant work experience. Alternatively, candidates with a completed high school degree in the aforementioned fields and 5 years of relevant work experience will also be considered. Accredited universities are those listed in the UNESCO World Higher Education Database. The position requires a high level of interpersonal communication and negotiation skills, as well as a commitment to efficiency, flexibility, and a drive for results. Candidates should demonstrate the ability to work effectively and harmoniously with colleagues from diverse cultures and professional backgrounds.

Educational Background:
The educational background required for this position includes a university degree in an administrative field or a related field from an accredited academic institution. Candidates with a completed high school degree in the same fields, combined with extensive relevant work experience, may also be considered. It is essential that the educational qualifications are from recognized institutions, as listed in the UNESCO World Higher Education Database.

Experience:
The position requires candidates to have a minimum of 3 years of relevant work experience for those with a university degree, or 5 years for those with a high school diploma. Experience in an international environment and in liaising with various partners at all levels of the hierarchy is highly desirable. Candidates should demonstrate strong work ethics, the ability to meet deadlines, and a capacity to handle confidential matters. Previous experience in office management and coordination, as well as proficiency in Microsoft Office, particularly Word and Excel, is also essential.

Languages:
Proficiency in English and Arabic is mandatory for this position. IOM’s official languages include English, French, and Spanish, but the primary languages required for this role are English and Arabic. Candidates' proficiency in these languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Iraq will be eligible for consideration. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government. IOM has a zero-tolerance policy regarding conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, and discrimination. The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through the IOM online recruitment system.