Terms of Reference s17

TERMS OF REFERENCE

I. POSITION INFORMATION: Position title Secretary to Head of Office Position grade GS 5 Duty station Buenos Aires, Argentina Type of contract: Special short-term Duration: 6 months with possibility of extension

Seniority band: III Job family: Organizational unit: Support Position number Head of Office Unit Position rated Subject to rotation NO Reporting directly to Head of Office (HoO) Overall supervision by Managerial responsibilities NO Personnel under direct 0 supervision

II. ORGANIZATIONAL CONTEXT AND SCOPE

Under the supervision of the Head of IOM Buenos Aires National Office (NO) and in close coordination with the respective IOM Buenos Aires and PAC Units, incumbent is responsible for the general support and assistance to the Head of Office.

III. RESPONSIBILITIES AND ACCOUNTABILITIES:

1 1. Performing general secretarial tasks, as required, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team. 2. Efficient and discreet management of the HoO’s schedules, scheduling, coordinating and recording HoO official appointment; ensure necessary arrangements for HoO’s Official trips. 3. Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues: follow-up with focal points. 4. Screening of all incoming communications ensuring proper registration and timely distribution; filter outgoing correspondence for supervisor’s signature; clearance and further action by other staff; wherever possible. 5. Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners. 6. Drafting of routine correspondence, interoffice circulars, general briefing notes, certificates, documents, reports and minutes of meetings when requested, translations when required. 7. Assisting in the organization of workshops and seminars. 8. Establishment and maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal. 9. Collects and maintains up to date information of contacts; data base for mailing lists. 10. Office manager: provides administrative and logistical support for the National Office. 11. Responsible of National Office’s Petty Cash acting as Petty Cash Holder. 12. Keeps proper registration and back up of keys from restricted areas of access such as server room and confidential files. 13. Acting as IOM Buenos Aires Time Keeper. Preparing and following up attendance records for National Office. Keeping files of relevant documents. 14. Acting as Security Focal Point. 15. Any other duty that may be assigned related to this post.

V. EDUCATION AND EXPERIENCE:

Education: University degree related with Public Relations or similar. Courses on Ceremonial and Protocol will be an asset.

Minimum of 5 years of experience in secretarial work. Good IT level. Experience with international organizations will be advantageous.

VI. LANGUAGES: Perfect knowledge of Spanish and English (oral and written). Knowledge

2 of Portuguese will be advantageous.

VI. COMPETENCIES1  Responsabilidad: toma responsabilidad de sus acciones y acepta y ofrece críticas constructivas

 Orientación al Cliente: trabaja de forma efectiva con clientes y stakeholders

 Aprendizaje Continuo: promueve el aprendizaje propio y el de sus colegas

 Comunicación: escucha y escribe de forma clara, adaptando el vocabulario y el estilo a cada público objetivo

 Creatividad e Iniciativa: busca de forma active nuevas formas de mejorar programas o servicios

 Liderazgo y Negociación: desarrolla alianzas efectivas con asociados internos y externos;

 Gestión del desempeño: identifica formas e implementa acciones para mejorar su propio desempeño y el de sus colegas

 Planificación y Organización: planifica el trabajo, anticipa riesgos, y establece metas dentro del área bajo su responsabilidad

 Profesionalismo: domina temas relacionados con sus responsabilidades

 Trabajo en equipo: contribuye a la generación de un entorno de trabajo efectivo, incorpora las necesidades, perspectivas, y preocupaciones relacionadas con el género y promueve la participación igualitaria de genero

 Conocimiento Tecnológico: toma conocimiento de los desarrollos tecnológicos relevantes

 Movilización de Recursos: trabaja con los asociados internos y externos de OIM para cubrir las necesidades de recursos de la Unidad.

Notes2

1 Competencies should be drawn from the Competency Framework of the Organization. 2 Indicate in this box if there is any differing provision of process because the position is in a specific program or to address emergency situations. For example, if donor approval is required: “The recruitment process for this vacancy will be subject to PRM review, as part of the USRAP process”.