Under the direct supervision of the Regional Director and in close collaboration with relevant Units within the Regional Office (RO), Country Offices (COs), Headquarter (HQ), Administrative Centers, UN Agencies, Donors, Embassies, the National Executive Officer will support the coordination and monitoring of administrative, operational, and logistical activities of the Office of the Regional Director.
Responsibilities:
Provide substantive and organizational support to the RD, including contributing inputs to the formulation and implementation of corporate and strategic objectives, supporting the Executive Senior Management Team (ESMT) and the Senior Management Team (SMT) on assigned projects, preparing reports, correspondence, and presentations for the RD, and following up on the implementation of decisions.
Manage and review a large and diversified volume of complex correspondence and documentation, including confidential and sensitive materials; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation, and timely submission for the RD’s clearance or action.
Monitor and analyze topics of strategic relevance to the MENA region, consolidating information and providing inputs to analytical notes, briefing papers, and presentations, to support the finalization of reports and other documents.
Contribute to data collection, results-based management and evaluation functions of the RD’s Office, consolidating inputs from relevant units and Country Offices.
Support the RD and SMT in ensuring effective team meetings by preparing agendas, minutes, and action points, and ensuring appropriate follow-up.
Coordinate with relevant units to ensure the timely submission of briefing notes and background documents; support the drafting of talking points, speeches, and the preparation of other materials for the RD’s meetings and missions.
Coordinate the RD’s missions and travel arrangements with relevant units ensuring that clearances, visas, and supporting documentation are obtained, and that mission files and background information are prepared.
Manage the RD’s calendar and coordinate internal meetings, ensuring effective scheduling, communication, and follow-up on outcomes; organize meetings and prepare notes/minutes when required.
Maintain and regularly update databases of UN Agencies, partners, and donors, including detailed contact information.
Coordinate logistic and substantive preparations for meetings with high-level officials, including drafting briefing notes, preparing supporting materials, and following up on decisions.
Liaise with Country Offices to facilitate RD’s participation in regional events, conferences, trainings, and official visits.
Monitor and follow up on administrative and procurement requirements of the RD’s Office, ensuring timely coordination with relevant units.
Provide informal translation of documents and correspondence from Arabic to English, and vice versa, as required.
Facilitate the resolution of financial and administrative requirements related to the RD’s Office, in coordination with relevant units.
Support the preparation of travel authorizations and related documentation of the RD’s Office TDYs, ensuring accuracy and timely submission.
Perform other related duties as may be assigned.
Education:
Bachelor’s degree in Political Science or Social Sciences, Development Studies, International Relations and or Business Administration from an accredited academic institution with two years of experience.
Master’s degree in the above fields.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Work Experience:
Prior work experience with international humanitarian organizations, government, or non-government institutions in a multicultural setting, including handling confidential documents, organizing meetings, and supporting senior-level executives.
Experience in data collection, reporting, or basic results-based monitoring.
Experience in administrative, office support, or operational roles.
Skills:
Proficient in Microsoft Office applications.
Strong attention to detail and ability to organize paperwork and information methodically.
Discreet, client-oriented, and able to prioritize tasks while working in a dynamic environment.
Strong organizational, administrative, communication, and interpersonal skills; willing to learn and adapt to new procedures.
Languages:
IOM’s official languages are English, French and Spanish.
