Assistant to Chief of Mission

The Assistant to Chief of Mission supports the Chief of Mission in daily duties including managing agendas, organizing meetings, coordinating events, and providing administrative and clerical support in the Country Office.

Responsibilities

• Manage the CoM’s agenda and organize external meetings with Officials of the Government including liaison on protocol related matters, Embassies and Consulates, partners of the United Nations System, international and national Nongovernmental Organizations, civil society, media and private sector.
• Organize and coordinate meetings with staff members at the request of the CoM, internal bi-weekly meetings with Senior Management Team and Extended Senior Management Team, as well as relevant members of the personnel; maintain minutes and records of meetings and ensure followup on action points as requested.
• Coordinate the preparation of events in cooperation with the relevant Units as required.
• Coordinate CoM participation in external Working Groups, Development Partners Groups, UN Country Team (UNCT), Security Management Team (SMT) and other UN meetings, while acting as Secretariat role in those Groups where the CoM has a chairperson responsibility.
• Conduct research, compile data, and assist in the preparation of papers and presentations by the CoM.
• Collect inputs from Project Managers and help with the preparation of the various reports for preparing briefing notes, speeches, official statements and publication by the CoM.
• Reply to queries and meeting/interview requests by the media, in coordination with the Communications and Public Information Assistant.
• Read incoming memos, documentation and correspondences to determine their significance and plan their dissemination, in consultation with the CoM.
• Provide daily administrative and clerical support, including tracking of office contracts and agreements, travel arrangements, scheduling meetings, maintaining filing system, manage the Country Office’s general mailbox and disseminate e-mails as appropriate.
• Perform such other duties as may be assigned.

Requirements

• University Degree from an accredited academic institution preferably in Political Science, Social Sciences, Business Administration, International Relations, Development Studies, Migration and Refugee studies or any other related fields with three years of relevant professional experience or Secondary School Education with five years of experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Fluency in English is required (oral and written) and working knowledge of Malay language.

Skills

• Agenda Management
• Meeting Coordination
• Event Coordination
• Administrative Support
• Clerical Support
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Email Management
• Document Organization
• Client Orientation
• Multi-cultural Work Experience

Languages

English, Malay