Job Description

Roles & Responsibilities

Provide advanced and specialized administrative support services to the office, including, preparation of draft correspondence, memoranda and reports.

Manage receipt, registration, scanning, filing and forwarding of incoming and outgoing correspondence to the RCC, maintaining accuracy, confidentiality and timely follow-up.

Maintain and update contact lists and records of governmental and non-governmental counterparts.

Translate non-official documents from English to Arabic and Arabic to English.

Take full responsibility of RCC s schedule including, scheduling meetings and prioritizing competing appointment, and alerting RCC in a timely manner about cancelations or changes to schedule.

Arrange travel schedule for RCC, including making hotel bookings, preparing Travel Authorizations, acquiring security clearances, and request flight bookings.

Responsible for answering and forwarding incoming calls to RCC as well as greet and receive RCC visitors, exercising tact, discretion and protocol awareness.

Screen and review documents submitted to RCC for signature and establish an efficient work flow process, maintaining compliance with established procedures.

Serve as focal point for the coordination of staff movements into and out of Gaza, liaising with OCHA Access Unit and coordinating internally with Security and Resource Management Units, and externally with UN partners; provide administrative support to required security, medical, and clearance processes.

Perform such other duties as may be assigned by RCC.

Desired Candidate Profile

Education

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

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience providing administrative and coordination support to senior management.

• Experience in providing administrative and coordination support services in a busy office environment.

• Experience liaising with governmental authorities, UN agencies and external counterparts.

Skills

• Ability to establish and maintain strong working relations with Government counterparts, UN agencies and/or non-governmental organizations.
• High level of computer literacy (MS Office Word, Excel and Outlook).
• Ability to handle confidential and sensitive matters with discretion and sound judgment.
• Strong organizational and coordination skills with the ability to manage competing priorities.

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 Arabic is required (oral and written).

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.