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Job Title:    Special Assistant to the
Chief of Mission

Organisation: International
Organization for Migration (IOM)

Duty Station:  Kampala,
Uganda

Reference No:  CFA/UG/001/2021

Reports to: IOM Programme Coordinator

 

About US:

Established in 1951,
International Organization for Migration (IOM) is a Related Organization of the
United Nations, and as the leading UN agency in the field of migration, works
closely with governmental, inter-governmental and non-governmental partners.
IOM is dedicated to promoting humane and orderly migration for the benefit of
all. It does so by providing services and advice to governments and migrants.

 

Job Summary:  Under the direct supervision of the Chief of
Mission and in close coordination with the relevant departments, the successful
candidate will be responsible in providing support to the Office of the Chief
of Mission.

 

Key Duties and Responsibilities:  

·       
Organize
and coordinate meetings for the Chief of Mission; coordinate with the different
units and relevant stakeholders such as Government entities, UN agencies,
Embassies to facilitate meetings or other secretarial issue on behalf of CoM as
and when required.

·       
Maintain
the Chief of Mission’s calendar, receive high ranking visitors, place and
screen telephone calls and answer enquiries.

·       
Provide
secretarial, administrative and logistics support in organizing
workshops/meetings /conferences, attend internal meetings with project
partners, government counterparts and relevant stakeholders, and other events
as appropriate and take minutes of meetings as required.

·       
Receive
confidential issues, letters, documents and distribute them to the proper
department.

·       
Distribute
meeting reports and information and ensure follow-up on required actions.

·       
Assist
with the administrative work of the office of the Chief of Mission including
establishing internal procedures and file/track systems for correspondence and
documents, receive, screen and register correspondence and documents.

·       
Collect
and prepare briefing materials for Chief of Mission concerning official trips
or special meetings. Undertake travel arrangements for Chief of Mission,
including arranging itinerary, visas, and hotel reservations.  Ensure offices are informed of travel
arrangements and requirements and Chief of Mission is briefed of important
developments upon their return.

·       
Keep
abreast activities of importance, latest policies, procedures and
organizational changes affecting the Office of the Chief of Mission.

·       
Prepare
correspondence for the Chief of Mission’s signature, and draft non-substantive
correspondence based on first-hand knowledge of work schedule or events, rough
notes, or verbal instructions, for Chief of Mission’s approval.

·       
Draft
documents, official letters and diplomatic letters (Note Verbales etc.)

·       
Assist
the Chief of Mission by liaising with relevant governmental and
non-governmental entities, international organizations as well as other
relevant stakeholders by letters, phone, email etc.

·       
Establish
and maintain relationships with Government entities, implementing partners, UN
agencies, donor and other stakeholders in the country.

·       
Draft
reports as assigned by the Chief of Mission.

·       
Maintain
an efficient filing system of CoMs Office for hard and electronic copies of
office records, documents, files, including managing folders in the shared and
server folder ensuring they are updated; Photocopying relevant documents as requested.

·       
Process
travel arrangements for the CoM including briefing package in consultation with
different unit.

·       
Ensure
that documents requiring CoM’s signature will be done within the day.

·       
Issue
different official letters as advised by CoM and when require.

·       
Perform
any other duties as may be assigned from to time.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the Special Assistant to the Chief of Mission job
opportunity should hold a University Degree in Business Administration, Social
Sciences or related field; from an accredited academic institution, with
relevant professional experience OR completed High school diploma from an
accredited academic institution, with five years of relevant professional
experience.

·       
Discreet,
detail-oriented, patience with willingness to learn new tasks;

·       
Work
experience with international humanitarian organizations, embassies,
non-government or government institutions/organization in a multi-cultural
setting is an advantage;

·       
Team-work
oriented, capacity to work independently; sensitive to gender issues, personal
commitment, efficiency, flexibility, experience in working effectively and
harmoniously with colleagues from varied cultures and professional backgrounds
at all levels;

·       
Proficient
in MS office applications e.g. Word, Excel, PowerPoint, Email, Outlook.

·       
Languages:
Fluency in English and working
knowledge of other UN languages is an advantage.

 

Values

·       
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

·       
Accountability-
Takes ownership for achieving the organization’s priorities and assumes
responsibility for own action and delighted work.

·       
Communication
– Encourages and contributes to clear and open communication. Explains complex
matters in an informative, inspiring and motivational way.

·       
Teamwork
– Develops and promotes effective collaboration within and across units to
achieve shared goals and optimize results.

·       
Delivering
results – produces and delivers quality services 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.

 

How to Apply:

All qualified and
interested applicants may send their applications to hruganda@iom.int .
Reference Number and Position Title (SVN/UG/001/2021 – Special Assistant)
should be specified in the SUBJECT field. Applications from qualified female
candidates are especially encouraged. Only short-listed candidates will be
invited for an interview.

 

Deadline: 5^th February 2021

 

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