Under the direct supervision of the Chief of Mission (CoM) in IOM Libya and, in collaboration with relevant units, the successful candidate will be responsible and accountable for managing Chief of Mission’s Office functions.

1. Provide secretarial assistance to the CoM and DCoM and his/her designate while away from office. Efficiently and discreetly manage the CoM’s schedules, meetings, appointments and briefings.
2. Serve as contact person / link between CoM’s office and other staff regarding office issues and information; on behalf of CoM, keep others informed by conveying directives, reports, status updates and other relevant information; bring sensitive and urgent matters to the attention of the supervisor.
3. Ensure optimal communication flow to/from the CoM’s office with staff and external counterparts through effective use of written, verbal and electronic communication while maintaining confidentiality of information and data where appropriate.
4. Present all documents requiring approval/signatures to the CoM, on behalf of other staff.
5. Responsible for the travel arrangements for the CoM in coordination with relevant units within IOM, including coordination of preparations and updating of the CoM’s Quarterly Travel Plan; itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, preparation of expense claims, etc.
6. Ensure record keeping and maintenance of all relevant correspondences, accordingly to IOM guidelines. Maintain the filing/ archiving system ensuring data protection and safekeeping of confidential documents and other relevant materials. Contribute to the development and use of automated filing systems.
7. Assist in organize regular and ad-hoc meetings for the CoM.
8. Track progress on agreed action points and issues raised; follow up with focal points on deadlines, commitments made, actions taken, submission of reports, etc.
9. Conduct extensive research and prepare briefing material for the CoM; select a variety of information from various sources and present findings in appropriate form.
10. Receive and facilitate hospitality arrangements for visitors as required.
11. Prepare administrative letter and share with relevant authorities to facilitates staff travel in/out to Libya.
12. Prepare meeting minutes/ summaries of actions to be taken. Coordinate and/or prepare relevant documentation/ background notes for meetings to be attended by the CoM.
13. Assist in liaision and coordinate with governments, UN agencies, embassies, partners and other IOM Missions as per the CoM’s directives.
14. Assist in logistics preparation and implementation of all high management workshops, seminars and reception, in addition to assisting in the organization of other events; seminars, workshops and receptions pertaining to the activities of the Organization.
15. Support informal translation of official letters, documents and IOM related news articles etc. from Arabic to English language and vice-versa, and act as an interpreter as required.
16. Backstop some of the administrative duties of administrative colleagues as when required.
17. Take a lead on the implementation of monthly staff’s team building activity.
18. Arrange the logistics schedule of IOM conference room.
19. Perform such other related duties as may be assigned.

Required Qualification and Experience

Education and Experience

• Bachelor’s degree in business administration or related fields from an accredited institution with four years of relevant professional experience, or High School diploma with six years of relevant professional experience
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook
• Attention to detail, ability to organize paperwork in a methodical way
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Specialized training in secretarial studies
• Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches
• Able to write report
• Strong coordination skills