Senior Executive Assistant

Position Title

Senior Executive Assistant

Organizational Unit

Chief of Mission’s office

Duty Station

IOM Kigali, Rwanda

Type of Appointment

Special Short Term Ungraded (duration of 6 months)

Estimated Start Date

As soon as possible

 Closing Date

June 12, 2024

Reference Code

 CFA 2024/04 – RW

II. Organizational Context and Scope

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, 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.

Context:

Under the direct supervision of the Chief of Mission, and in close collaboration with relevant units, UN Agencies, Embassies, and the Government of Rwanda, the Senior Executive Assistant will be responsible for providing government support services to the mission, and for providing administrative support to the office of the Chief of Mission.

III. Responsibilities and Accountabilities

1. Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translations and timelines;
2. Manage the COM’s travel arrangements in coordination with relevant units; including flight booking, hotel booking, expense claims and following up to ensure, necessary visas, security clearances and inoculations are obtained;
3. Coordinate all internal staff meetings by making monthly/weekly schedules as necessary, sending out notices and follow up to ensure participation of the relevant staff. Assist in following up action points discussed at the meetings. Organize for the meetings and take notes/minutes when required;
4. Maintain updated database of profiles of UN agencies, high-level partners, and donors, with their detailed address including email and telephone lists;
5. Review and comment on correspondences and documents before the submission for CoM’s signature and make follow-up when required;
6. Process sensitive data and handle all correspondence and dictation with uncompromised integrity and confidentiality;
7. Coordinate the logistic arrangements of meeting with high level officials including all preparation, delivery and follow-up activities with internal and external partners and participants;
8. Arrangement of Visas, Permits, and Diplomatic Administrative Matters :
   • Diplomatic and Official Visas
   • Diplomatic and Official ID Cards
   • Diplomatic Airport Pass;
9. Plan and organize Kigali hospitality events such as working lunches, cocktails, and dinners organized by the CoM;
10. Support with informal translations of letters, documents, articles, etc.;
11. Act as the missions Focal Point in relevant UN working groups.
12. Review systems and processes under area of responsibility to ensure that they meet the needs; formulate proposals for improvements.
13. Perform other duties as required.

IV. Required Qualifications and Experience

Education

• High School certificate/diploma from an accredited academic with six (6) years of relevant professional experience or,
• Bachelor’s degree in in Finance or Business Administration, Social Sciences or related fields with 4 years of relevant professional experience.

Experience

• Maintains confidentiality and discretion in appropriate areas of work;
• Good administrative skills and knowledge;
• Accuracy in filing, reporting and data/information management;
• Ability to read between lines (keen eye for details), understand and apply written instructions and guidelines; interpret instructions and resolve work;
• Experience in working with IOM is an asset;
• Experience in working with the Government of Rwanda is an asset;
• Ability to work in a multicultural environment;
• Ability to work under pressure with minimum supervision.

V. Languages

Required (specify the required knowledge)

Advantageous

English and Kinyarwanda

French and Swahili

Notes

Appointment will be subject to certification that the candidate is medically fit for appointment