Administrative Assistant to the Chief of Mission

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. IOM works in over 100 countries and has a mission to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy. IOM employs thousands of staff worldwide, collaborating with governments, civil society, and other stakeholders to address migration challenges and opportunities.

Job Overview:
The Administrative Assistant to the Chief of Mission (CoM) plays a crucial role in supporting the CoM in daily operations and ensuring effective communication and coordination within the organization. This position involves managing the CoM's agenda, organizing meetings with various stakeholders, and providing administrative support to facilitate the CoM's responsibilities. The incumbent will be expected to maintain a high level of professionalism and discretion while handling sensitive information and liaising with government officials, UN partners, NGOs, and the media. The role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment while managing multiple tasks efficiently. The Administrative Assistant will also assist in preparing reports, presentations, and other documentation, ensuring that the CoM is well-prepared for meetings and engagements.

Duties and Responsibilities:

• Manage the CoM’s agenda, scheduling appointments and organizing meetings with government officials, UN partners, NGOs, and other stakeholders.
• Liaise with Embassies and Consulates, ensuring proper protocol is followed during interactions.
• Organize and coordinate internal meetings, including bi-weekly meetings with the Senior Management Team, maintaining minutes and records, and following up on action points.
• Coordinate the preparation of events in collaboration with relevant units, ensuring all logistical aspects are covered.
• Act as the Secretariat for external Working Groups and UN meetings where the CoM has a chairperson responsibility.
• Conduct research and compile data to assist in the preparation of briefing notes, speeches, and official statements.
• Respond to media inquiries and requests for interviews, coordinating with the Communications and Public Information Assistant.
• Read and assess incoming memos and documentation, planning their dissemination in consultation with the CoM.
• Provide daily administrative support, including managing office contracts, travel arrangements, and maintaining filing systems. 1
• Perform any other duties as assigned by the CoM.

Required Qualifications:

• University Degree from an accredited institution in Political Science, Social Sciences, Business Administration, International Relations, Development Studies, Migration and Refugee Studies, or related fields with three years of relevant professional experience. Alternatively, a Secondary School Education with five years of relevant experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential.
• Strong attention to detail and organizational skills are required.
• Ability to work discreetly and maintain confidentiality.
• Client-oriented approach with a willingness to learn and adapt.

Educational Background:
Candidates must possess a University Degree from an accredited academic institution, preferably in fields related to political science, social sciences, business administration, international relations, development studies, or migration studies. Accredited universities are those listed in the UNESCO World Higher Education Database. Alternatively, candidates with a Secondary School Education and five years of relevant experience will also be considered.

Experience:
Candidates should have prior work experience with international humanitarian organizations, government institutions, or NGOs in a multicultural setting. Experience in administrative roles, particularly in supporting senior management or executives, is highly advantageous. Familiarity with the operations of the United Nations or similar organizations will be beneficial.

Languages:
Fluency in English (oral and written) is required for this position. A working knowledge of the Malay language is also necessary. Proficiency in additional languages, particularly French or Spanish, is considered an asset, as IOM's official languages include these.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Malaysia will be eligible for consideration. The appointment will be contingent upon medical fitness certification and verification of residency and visa requirements. IOM has a zero-tolerance policy regarding conduct that contradicts the organization's objectives, including discrimination and harassment. The recruitment process does not involve any fees, and candidates are encouraged to apply through the IOM online recruitment system.