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
- Manage the agenda of the Chief of Mission,
- Proactively liaise and maintain a close overview of all external mission contacts;
- Receive and manage all incoming mail;
- Receive and manage all incoming mission correspondence in close coordination with the Chief of Mission;
- Provide support to incoming missions and visitors through hotel booking, coordination of agendas and all other support as may be required;
- Perform any other tasks as may be required.
- Manage all in-coming/outgoing correspondence. Draft/review outgoing mail and arrange despatch of the same.
- 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.
- Receive/handle the COM’s phone calls (in-coming/out-going) as well as the COM’s visitors.
- 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.
- Prepare the COM’s meeting and mission reports in liaison with the relevant colleagues and put together his travel file.
- Organize for the COM’s meetings and take notes/minutes as/when required.
- Follow up with the staff to ensure they provide briefing notes from the Duty Travels to the COM.
- 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.
- Follow up with staff to ensure they provide the COM with meeting/briefing notes and background documents ahead of his meetings.
- 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.
- 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.
- Assist with organization of IOM N’djamena’s hospitality events such as working lunches, luncheons, cocktails, and dinners organized by the COM.
- Manage and monitor all purchases for the COM’s office. Process all purchase requisitions and follow up with procurement to ensure timely delivery.
- Co-ordinate all stationery requisitions and supply for the COM’s office.
- 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: iomchadrecruitment@iom.int