Senior Executive Assistant

Organizational Context and Scope:

Under the Chief of Mission\s supervision and guidance, will aid in executing tasks to support the Chief of Mission and further IOM\s objectives in Pakistan. This includes assisting with inter-agency coordination and providing support to various mission entities as needed. Additionally, the Senior Executive Assistant will establish strong connections with all IOM Pakistan units, governmental bodies, diplomatic missions, and other key partners.

Responsibilities and Accountabilities:

• Execute a wide variety of administrative and executive secretarial tasks as needed by the day-to-day activities of the COM\s office.
• Maintain CoM’s agenda which covers scheduling, TPs coordination, internal and external meeting arrangements (including OiCs), meeting scheduling, and administrative and logistical support.
• 3Manage and monitor a large and diversified volume of complex correspondence and documentation in line with IOM Data Protection Principles, often of a confidential and sensitive nature. Ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation, and timeliness; bring complex, sensitive, or priority issues to the COM’s attention.
• Arrange appointments and duty travels, maintain COM’s calendar, and receive visitors, also establish contacts and maintain excellent working relations with ministries, UN/NGOs, media, private sector, Diplomatic missions, IOM ROAP, HQ, and other parties.
• Organize IOM institutional tools i.e. the MoFA pigeon box and forward documents to the appropriate departments, programs, or individuals.
• Develop internal protocols and document tracking systems; follow-up that work is completed in compliance with IOM’s standards; monitor the status of the projects and maintain an external contacts database to serve the mission overall.
• Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive inquiries on behalf of the COM. Print and prepare briefings, newsletters, and public information/communication materials for the COM for appointments, meetings, and TDYs including IOM Pakistan briefing package.
• Follow up on the preparation of reports, correspondence, briefing notes, and other documents; review documents and make changes to their format or style in accordance with standard practices and prepare briefing materials for the COM; provide informal translations into another official language.
• Prepare TRs, Security clearance, hotel reservations, TECs, Travel agendas, and other relevant travel documents for COM (including OiCs).
• Prepare Note Verbales to MoFA and other diplomatic agencies for the CoM and other IOM units.
• Prepare correspondence, directives, and memos for CoM’s signature and follow-up when needed.
• Coordinate, monitor, and process administrative actions (human resources, contracts, amendments, procurement, logistics) in IOM\s computerized systems.
• Evaluate ongoing support requirements of the office, adapt service provision to meet changing needs, and solve operational problems as required.
• Coordinate with PMs any task/information requests by COM.
• Manage Travel requests of TPS and consultants and maintain records.
• Perform other duties within the incumbent capabilities as assigned by the COM or HRM.

Required Qualifications and Experience :

Education :

• High school diploma with six years of relevant experience.
• Bachelor’s degree in Business Administration or related fields from an accredited institution with four years of relevant professional experience.

Experience :

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork methodically.
• Discreet, detail and clients-oriented, patient, and willing to learn new things.
• Prior work experience with UN agencies, NGO Companies, and Banks or international.

Skills :

• Proficient in managing complex schedules, travel arrangements, and administrative tasks efficiently.
• Ability to adapt to changing priorities and situations, remaining calm and focused under pressure while maintaining professionalism.
• Effective time management skills to prioritize tasks, meet deadlines, and ensure the Chief of Mission\s schedule runs smoothly.
• Proven track record of quickly identifying and resolving issues, anticipating needs, and adapting to changing priorities in a fast-paced environment.
• Demonstrated ability to handle sensitive information with utmost confidentiality and discretion.

Languages:

Required:

• Fluency in English and Urdu is required (oral and written).

Desirable:

• Knowledge of other provincial languages is an asset.

Only short-listed candidates who is matching required criteria for the position will be contacted by IOM.

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.