Executive Assistant | International Organization for Migration | IOM careers

Executive Assistant | International Organization for Migration | IOM careers
Executive Assistant | International Organization for Migration | IOM careers

Position Title : Executive Assistant 

Duty Station : Khartoum, Sudan 

Classification : G6 

Type of Appointment : one-year fixed term, with possibility of extension 

Estimated Start Date : As soon as possible 

Closing Date : November 08,2020 

Reference Code : VN 10 2020 (N) 

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. 


Under the overall supervision of the Chief of Mission (COM), the incumbent will perform the following functions as Executive Assistant to the (COM). 

Core Functions / Responsibilities: 

A) Support to the COM 

1. Coordinate the COM’s appointments, maintaining up-to-date her agenda, arranging for meetings within and outside the organization, receiving visitors, placing and screening telephone calls and answering queries with discretion. 

2. Maintain protocol procedures and updated database of contacts of government officials, members of diplomatic entities, UN agencies and other partners. 

3. Assist in the translation of official documents addressed to the COM from Arabic into English. 

4. Handle the logistics of all travel duties of the COM, including TA preparation, security clearance request, visa application, hotel reservation, DSA calculation, medical clearance and expense claim preparation, and making the necessary arrangements in coordination with the mission's travel unit and other relevant units. 

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. 

IOM International Organization for Migration - Khartoum Office: 
Tel: +249 156554600/1/2 I
 E-mail: [email protected] 

5. Receive and manage daily incoming correspondence, mails, all documentation addressed to COM; read and analyse the content in order to determine their significance and inform the COM accordingly. 

6. Coordinate with PSU and other colleagues as appropriate to ensure COM has all the necessary documents and talking points for all eternal meetings. 7. Organize, coordinate and liaise with IOM HQ, RO, sub-offices, Programme Managers, PSU and IOM partners as appropriate on the COM’s travels (within and outside of Sudan) and ensuring that COM has all necessary documents and information for each event. 

8. Prepare and edit business documents, correspondence and directives, on behalf of COM for her signature and making follow-up when required. 

9. Screen documents presented to COM for her signature to check the relevant signatures and supporting documents are present. 

B) Administration & Management tasks. 

10. Take minutes of the Senior Management Meeting. Follow-up on the implementation of the decisions of COM and ensuring that all administrative requirements have been fulfilled and coordinated as necessary. 

11. Handle the logistics preparation and implementation of all management workshops, seminars and receptions, in addition to assisting in the organization of other events as well as preparation of the estimated cost of each event to be included in budget and funding requests 

12. Screen IOM Sudan mailbox and distributing e-mails to the concerned staff members 

13. Arranging and setting up all conference calls. 

14. Oversee the work of the IOM Sudan receptionist. 

C) Other tasks 

15. Keeping the confidentiality matters as defined by the mission's requirements and IOM sources. 

16. Perform any other related task as may be assigned. 

Required Qualifications and Experience 


• University degree in Business Administration or related field with six years of experience in general administrative tasks. 

IOM International Organization for Migration - Khartoum Office: Tel: +249 156554600/1/2 

I E-mail: [email protected] 


a) Experience in drafting and preparing clear and concise correspondences. b) Experience working in an international organization an advantage. c) High level of computer literacy, particularly in Microsoft programs such as Excel and Word. d) Liaising with national, regional, and international institutions. 


Fluency in English and Arabic is required. 

Required Competencies 

Values – all IOM staff members must abide by and demonstrate these 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 – behavioural indicators level 2 

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results. • Delivering results: produces and delivers quality results 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. • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work. • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way. 

How to apply: 

Interested candidates are invited to submit their Resume via email:

by November 08, 2020 at the latest, referring to this advertisement. 

Only shortlisted candidates will be contacted. 

Posting period: 

From 25.10.2020 to 08.11.2020
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