Senior Executive Assistant to the Chief of Mission

Position Title: S enior Executive Assistant to the Chief of Mission Duty Station City: Caracas Duty Station Country: Bolivarian Republic of Venezuela Grade: G7 Contract Type: Special Short-Term Graded Recruiting Type: General Service Vacancy Type: Special Vacancy Notice Initial duration: until 31 december 2026 (Renewable) Introduction Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates. Organizational Context and Scope Under the direct supervision of the Chief of Mission and in close collaboration with relevant Units within Country Offices, Headquarters, Administrative Center, UN Agencies, Donors, Embassies, the Senior Executive Assistant will be responsible and accountable for the management and monitoring of the overall function of the Office of OIM Venezuela. Support to the Chief of Mission (CoM) Manage and monitor a high volume of complex and confidential correspondence and documentation, ensuring accuracy, prioritization, timely response and proper archiving. Serve as the primary reference point for office operations, providing guidance on procedural, administrative, and substantive matters; draft and respond to correspondence independently as needed. Coordinate all travel arrangements for the CoM, including itineraries, clearances, visas, expense claims and logistics, ensuring timely communication with relevant departments and receiving office. Ensure timely preparation and submission of briefing notes and background documents for CoM meetings and official travels; assist in preparing related materials in coordination with relevant units and offices. Organize and coordinate internal and external meetings, including scheduling, communication with participants, and follow-up on action points; take minutes when required. Track senior-level inter-agency and external meetings to ensure IOM participation and follow-up; maintain updated records of partner engagements and contacts. Review and edit documents and correspondence before submission for the CoM’s signature, ensuring clarity, consistency, and compliance with institutional standards. Administrative and Protocol Support Manage the CoM’s calendar, appointments, and visits; ensure effective coordination and information flow between the CoM and internal/external stakeholders. Coordinate and monitor logistics and protocol arrangements for high-level meetings and events, including liaison with the Ministry of Foreign Affairs of Panama and other authorities. Provide policy advice and support on protocol matters, including visas, permits, accreditations, imports/exports, and privileges for international staff. Coordinate mission visits, conferences, trainings, and events hosted in Panama; manage related hospitality arrangements and procurement processes. Supervise and guide office support staff; ensure efficient workflows and promote improvements to administrative systems and processes. Provide informal translations and ensure confidentiality in handling sensitive information. Perform other duties as required. Required Qualifications and Experience Education High school diploma with seven years of relevant experience; or, Bachelor’s Degree in International Relations, Business Administration, Public Relations or related fields from an accredited institution with five years of relevant experience. Courses on Etiquette and Protocol will be an asset. Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience Proficient in Microsoft Office applications; 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 multicultural setting is an advantage; Skills High level of interpersonal communication and negotiation skills; commitment, efficiency, flexibility, drive for results; Ability to write clearly and effectively, adapting wording and style to the intended audience; Demonstrated ability of working effectively and harmoniously with colleagues from varied cultures and professional backgrounds to achieve desired goals; and, Clearly communicates, and listens to feedback on, changing priorities and procedures. Languages All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish). For this position, fluency in English and Spanish are mandatory. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. Required Competencies IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process. Values - all IOM staff members must abide by and demonstrate these five values: Inclusion and respect for diversity : Respects and promotes individual and cultural differences. Encourages diversity and inclusion. 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. Courage : Demonstrates willingness to take a stand on issues of importance. Empathy : Shows compassion for others, makes people feel safe, respected and fairly treated. 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 actions and delegated work. Communication : Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way. Managerial Competencies – behavioural indicators Level 2, if with direct reports Leadership : Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential. Empowering others : Creates an enabling environment where staff can contribute their best and develop their potential. Building Trust : Promotes shared values