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OPEN TO INTERNAL AND EXTERNAL CANDIDATES INTERNATIONAL ORGANISATION FOR MIGRATION REF: CoM SECRETARY International Organisation for Migration (IOM) Turkey Country Office in Ankara seeks applications for “Chief of Mission Secretary” position. Deadline of application: 08 August2014at 12:30 Interested applicants are encouraged to review the detailed Job Description and apply through Please send your motivation letter along with your CV as a single document to International Organisation for Migration UN House BirlikMahallesi 415. Cad. No: 11 Çankaya Ankara or e-mail [email protected] Only short-listed candidates will be contacted No telephone and/or e-mail inquiry will be responded.


TERMS OF REFERENCE I. POSITION INFORMATION Position title Position grade Duty station Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Reporting directly to Overall supervision by Managerial responsibility Directly reporting staff

CoM Secretary G4 Ankara Turkey IV Administrative Assistant IV Admin Finance

No Chief of Mission Chief of Mission No No

II. ORGANIZATIONAL CONTEXT AND SCOPE Under the direct supervision of the Chief of Mission and in coordination with National Administrative & Finance Officer, the Secretary is responsible for the smooth running of duties assigned by CoM.

III. RESPONSIBILITIES AND ACCOUNTABILITIES Support to the Chief of Mission 1. Co-ordinates Chief of Mission's official appointments / all necessary travel arrangements. Records appointments, long-distance calls, keeps / update the Chief of Mission's Address / Phone indexes. 2. Attends to the preparation of national / international meetings, conferences / visits including travel and hotel arrangements, as well as the itinerary of IOM visitors. 3. Welcomes callers, high level visitors, Director Generals, Governors, Ministers and relays messages from / to the CoM. 4. Attends to the visa status of foreign officers and visitors with regard to changes, renewals, etc. 5. Assists the Chief of Mission with Turkish translations. 6. Collects documents and presents the signature booklet for CoM’s signature Secretarial / Clerical tasks 7. Provides general secretarial support to the office and during meetings. 8. Operates switchboard of IOM Ankara, assesses and refers telephone and personal inquiries to the appropriate staff for reply. 9. Records and distributes mail and other correspondence. 10. Ensures record keeping and maintenance of all relevant correspondence. Drafts routine correspondence, types letters, reports, memoranda, faxes, as well as IOM documents and forms related to IOM operational and administrative matters, from audiotapes and manuscripts. Creates and maintains filling and reference system, following IOM guidelines. Files incoming/ outgoing Faxes / Letters / Notes and other documents accordingly. Formats and files correspondence, reports and documents prepared by staff.


Files research as/when needed for colleagues seeking particular documents. 11. Follows-up on correspondence through co-ordination, signature by the Chief of Mission, etc. Administrative tasks 12. Provides overall administrative support in the day-to-day management and functioning of the Mission. 13. Responsible for the files of IOM General Instructions, General Bulletins, as well as for Instructions or Memoranda issued locally. All updates thereof. 14. Monitors shipments (in/out-bound) and local / international documents for supplies, machinery and office equipment; supports the office logistically 15. Responsible for the inventory of office equipment verifies and certifies coding of supplies, equipment and office machines. 16. Regular review and update international staff member’s individual personnel file to ensure essential documents are kept on file. Follow and update UN & MFA ID cards. 17. Responsible for verbal notes and official notes responding, writing/editing, follow up all requests from / to MFA and MOI in regular base; acts as a liaison officer for all CoM and other IOM projects interaction with Governmental representations 18. Co-ordinate the schedules and duties of the office driver and office clerk. 19. Supports Istanbul and Gaziantep offices as necessary Other tasks 20. Any other duty within the incumbent's capabilities as assigned by the Chief of Mission. IV. COMPETENCIES The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability  Accepts and gives constructive criticism  Follows all relevant procedures, processes, and policies  Meets deadline, cost, and quality requirements for outputs  Monitors own work to correct errors  Takes responsibility for meeting commitments and for any shortcomings Client Orientation  Identifies the immediate and peripheral clients of own work  Establishes and maintains effective working relationships with clients  Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries Continuous Learning  Contributes to colleagues' learning  Demonstrates interest in improving relevant skills  Demonstrates interest in acquiring skills relevant to other functional areas  Keeps abreast of developments in own professional area


Communication  Actively shares relevant information  Clearly communicates, and listens to feedback on, changing priorities and procedures  Writes clearly and effectively, adapting wording and style to the intended audience  Listens effectively and communicates clearly, adapting delivery to the audience Creativity and Initiative  Proactively develops new ways to resolve problems  Leadership and Negotiation  Convinces others to share resources  Presents goals as shared interests Performance Management  Provides constructive feedback to colleagues  Provides fair, accurate, timely, and constructive staff evaluations  Uses staff evaluations appropriately in recruitment and other relevant HR procedures Planning and Organizing  Sets clear and achievable goals consistent with agreed priorities for self and others  Identifies priority activities and assignments for self and others  Organizes and documents work to allow for planned and unplanned handovers  Identifies risks and makes contingency plans Professionalism  Masters subject matter related to responsibilities  Identifies issues, opportunities, and risks central to responsibilities  Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation  Persistent, calm, and polite in the face of challenges and stress  Treats all colleagues with respect and dignity  Works effectively with people from different cultures by adapting to relevant cultural contexts  Knowledgeable about and promotes IOM core mandate and migration solutions Teamwork  Actively contributes to an effective, collegial, and agreeable team environment  Contributes to, and follows team objectives  Gives credit where credit is due  Seeks input and feedback from others  Delegates tasks and responsibilities as appropriate  Actively supports and implements final group decisions  Takes joint responsibility for team's work Technological Awareness  Learns about developments in available technology


 

Proactively identifies and advocates for cost-efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical   

Delivers on set objectives in hardship situations Effectively coordinates actions with other staff Works effectively with staff to advance country office objectives

V. EDUCATION AND EXPERIENCE a) b) c) d) e) f) g)

Having high school diploma, Two years of experience in relevant field, Being able to travel, Good familiarity with diplomatic environment Proven analytical, interpersonal and organizational skills Good level of computer literacy. Experience in liaising with governmental authorities, other national / international institutions h) Experience working in the region an advantage.

VI. LANGUAGES Required Turkish & English




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