Assistant to the Sub-Regional Director

Full Vacancy HERE

Organizational Context and Scope

Under the direct supervision of the Sub-Regional Director, the incumbent will provide secretarial and administrative support to the Sub-Regional Director in the day-to-day management and functioning of the Brussels Sub-Regional Office.

Responsibilities and Accountabilities

1. Manage the Sub-Regional Director’s official agenda: arrange meetings within and outside the duty station, coordinate the preparation of talking points, speeches and other interventions. Organize filing and reference systems in accordance with IOM guidelines. Manage the participation of senior staff in meetings and events, provide and coordinate the exchange of information and manage transportation;
2. Organize the missions of the Sub-Regional Director: submit quarterly travel plans (QTP) to HQ, handle travel authorizations and security clearances as required, manage authorizations requests for travels to the Regional Director (if not in the QTP), book accommodation, organize local transportation and liaise and coordinate with IOM field offices for the preparation of relevant background information. Carry out TDY-related research and filing and prepare relevant documentation. Manage the booking and purchase of transportation means (flight and train tickets) and follow-up the payment of invoices;
3. Prepare and coordinate the preparation of national and international meetings, conferences, and visits with external stakeholders (diplomatic representations and high-level interlocutors at the European institutions, amongst others). Prepare the agenda of IOM senior visitors, including the Regional Director, Director General, Deputy Director General and Senior Regional Advisors, and ensure adequate filing of related documents;
4. Coordinate the visits of external delegations in coordination with IOM field missions (seminars, conferences, venue, agenda, meetings, draft reports, hotels, transports, meals, daily subsistence allowance, etc.), including managing the visa status of foreign officers and visitors;
5. Draft, validate and submit reports of meetings and notes for the file, routine correspondence, letters, Note Verbales, memoranda, faxes as well as IOM documents and forms related to IOM operational and administrative matters. Ensure the adequate formatting and filing of correspondence and documents related to the Sub-Regional Director;
6. Maintain the adequate filing of IOM General Instructions, records of meetings and reports sent to the Sub-Regional Office, as well as correspondence from DGO/DDG, compile information material and other documentation as requested by the Regional Office, Headquarters and/or other IOM missions;
7. Carry out English-French translations of relevant documents for the Sub-Regional Director as required;
8. Ensure adequate liaison with high-level interlocutors on behalf of the Sub-Regional Director;
9. Prepare and submit medical claims and educational claims for the Sub-Regional Director, provide relevant information to HQ Departments and Manila Administrative Center and filing;
10. Follow up on external and internal email, mail or fax requests through coordination and/or signature of the Sub-Regional Director, and ensure proper distribution of emails sent to the Sub-Regional Office;
11. Maintain records and filing of travel authorizations and other administrative documents approved by the Sub-Regional Director and the RRMO from the IOM missions covered by the Sub-Regional Office;
12. Update the address/phone contact list and contact database;
13. Any other duty within the incumbent’s capabilities as assigned by the Sub-Regional Director.