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L’Organisation Internationale pour les Migrations (OIM) recrute un(e) Secrétaire Général

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Affichage: 829

Date de clôture : mercredi 11 avril 2018

L’Organisation Internationale pour les Migrations (OIM) recrute un(e) Secrétaire Général

Position Title : General Secretary
Position grade : Consultancy
Duty station : N’Djamena
Position number : SVN-TD10-2018-004
Closing date : April 11, 2018

RESPONSIBILITIES AND ACCOUNTABILITIES

  1. Manage the agenda of the Chief of Mission,
  2. Proactively liaise and maintain a close overview of all external mission contacts;
  3. Receive and manage all incoming mail;
  4. Receive and manage all incoming mission correspondence in close coordination with the Chief of Mission;
  5. Provide support to incoming missions and visitors through hotel booking, coordination of agendas and all other support as may be required;
  6. Perform any other tasks as may be required.
  7. Manage all in-coming/outgoing correspondence. Draft/review outgoing mail and arrange despatch of the same.
  8. Set appointments for the COM and manage his diary. Keep the COM informed of his daily schedule and review the same with him on a regular basis.
  9. Receive/handle the COM’s phone calls (in-coming/out-going) as well as the COM’s visitors.
  10. Manage the COM’s travel arrangements. This includes flight booking, hotel booking, expense claims and following up to ensure, necessary visas, security clearances and inoculations are obtained.
  11. Prepare the COM’s meeting and mission reports in liaison with the relevant colleagues and put together his travel file.
  12. Organize for the COM’s meetings and take notes/minutes as/when required.
  13. Follow up with the staff to ensure they provide briefing notes from the Duty Travels to the COM.
  14. Coordinate and ensure all interviews for the staff directly reporting to the COM are scheduled and undertaken. Ensure records of the interviews are kept in COM’s office and HR.
  15. Follow up with staff to ensure they provide the COM with meeting/briefing notes and background documents ahead of his meetings.
  16. Coordinate all internal 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.
  17. Keep track of all external and inter-agency meetings and coordinate IOM’s participation, by confirmation of person attending to the meetings organizers. Follow up to ensure that the person attending these meetings provides notes for file.
  18. Assist with organization of IOM N’djamena’s hospitality events such as working lunches, luncheons, cocktails, and dinners organized by the COM.
  19. Manage and monitor all purchases for the COM’s office. Process all purchase requisitions and follow up with procurement to ensure timely delivery.
  20. Co-ordinate all stationery requisitions and supply for the COM’s office.
  21. Oversee general cleanliness and maintenance of the COM’s office

EDUCATION
Master’s degree in office management, resource management or PR

EXPERIENCE:
• Experience with secretarial work absolute prerequisite
• Experience in addressing official correspondence in English and French essential
• Experience with outlook calendar required.

HOW TO APPLY:

All applications are to be addressed to: [email protected]

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