Assistant To The Regional Director

ICMC International Catholic Migration Commission

SCOPE OF WORK

The Assistant to the Regional Director/External Relations works under the direct supervision of the Regional Director (RD) and maintains close coordination with the senior managers and line managers in Turkey and Lebanon. The position is primarily responsible to support the Regional Director through management of information, preparation of meetings, minutes-taking, follow-up on deadlines, internal policies and procedures. The incumbent works closely with the senior managers, facilitates flow of information, and assumes a coordination role as/when necessary. Supports the Director identifying areas and issues to be prioritized for action and maintains regular contacts with external parties, including government officials, and other international, national and local organizations. The Assistant ensures full confidentiality in all aspects of assignment.

RESPONSIBILITIES

-Support the RD through management of information, preparation of meetings, minutes-taking, follow-up on deadlines and calendar tracking.

-Contribute to the management and maintenance of the RD's schedules, appointments, correspondence, and travels.

-Assist the RD and the senior managers developing and maintaining office safety and security and health protocols while promoting an inclusive office culture..

-Support the coordination of program planning and preparation work and ensure receipt of relevant documentation for review and approval by the RD.

-Organize and document management meetings, compile summaries, search and prepare information on specific topics, and assist the RD prioritizing needs and ensuring follow up on decisions and outstanding issues.

-Keep abreast of laws, administrative frameworks regulating  local refugee and migration issues, and international NGOs operating and funding environment in the region and inform the RD and senior management as appropriate.

-Identify strategic issues within the refugee and migration field, evaluate operational risks and opportunities, and highlight specific areas of concerns.

-Inform and sensitize staff and personnel on refugees’ needs and humanitarian programs in the region.

-Support, facilitate or participate in ICMC wide working groups or temporary task groups as necessary.

-Work with Heads of Departments and supervisors to ensure implementation of management decisions, internal policies and procedures and assume a coordination role to facilitate flow of information and timely preparation of documents/policies, as required.

-Facilitate necessary procedural and organizational changes affecting the programs with the support of and in coordination with the senior management and Heads of Departments.

-Draft reports and correspondence as and when required, and contribute drafting/reviewing organizational reports and other program documents.

-Maintain regular contacts with external parties, including government officials, UNHCR, IOM and other international, national and local organizations and represent the RD in meetings as required. 

-Summarize information and provide feedback to the RD and senior managers on content of relevant meetings, reports and any official documents.

-Facilitate reception of high-level visitors, ensuring adherence to internal protocols.

-Provide support to address emerging operational issues and related changes.

-Create and maintain a positive and cooperative team spirit across the management team and foster teamwork and communication among departments, in Turkey and Lebanon.

-Ensure full confidentiality in all aspects of assignment.

-Conduct in-country and international travels (occasional).

-Perform other related tasks as assigned.

REQUIREMENTS

-University degree in Business or Public Administration or Management, law, social sciences, or a related field.

-A minimum of 5 years progressively responsible experience in program or project administration, including coordination and administrative experience in the public or private sector or in an international organization or diplomatic mission.

-Demonstrated planning and project management skills and experience.

-Excellent report writing and communications skills.

-Prior experience in organizing meetings, conference, events, and knowledge of video conferencing and technology in support of virtual meetings.

-Working knowledge in the context of refugee resettlement in Turkey and the Middle East will be considered an asset.

-Proficient with MS Office or related software.

-Experience working with ERP systems is desirable.

-Fluency in oral and written Turkish and English is essential; knowledge of Arabic and /or Farsi is desirable.

-Excellent team working skills, diplomacy, and ability to work in a multicultural environment and under pressure.

-Experience working with vulnerable groups is desirable. 

-Availability to travel (in-country and abroad) and commitment to serving vulnerable people. 

Job Specific Competencies

Behavioral

-Strong interpersonal, problem-solving skills and the ability to build relationships with stakeholders, including staff, senior managers, external stakeholders and donors.

-Excellent team working skill, diplomacy, and ability to work in a multicultural environment.

-Effective communication and negotiation skills.

-Strong analytical and problem-solving skills.

-Conscientious and efficient in meeting commitments, observing deadlines and achieving results.

-Integrity and Ethical Behavior. Conduct work with the highest level of personal and professional integrity. Must comply with and actively promote ICMC's zero tolerance policy with regard to sexual exploitation and abuse, harassment, abuse of power, fraud and corruption in all of its activities and responsibilities.

-Attention to details and strong organizational and time management skills (Ability to multitask, prioritize, and manage time efficiently).

Technical

-Excellent written skills, and ability to communicate clearly. 

-Strong verbal communication skills, with the ability to liaise with a wide range of stakeholders with professionalism.

-Knowledge of refugee laws, regulations and procedures.

-Prior experience in organizing meetings, conference, events, and knowledge of video conferencing and technology in support of virtual meetings is desirable.

-Proficient with Microsoft Office Suite or related software.

-Experience working with ERP systems desirable. 

HOW TO APPLY?

Interested candidates should submit a detailed CV and a cover letter in English and two professional references with full and up to date contact details. 

The Vacancy Notice number TU-IST-23-MAN-01. Referees may be contacted prior to the interviewing stage.

The closing date for receipt of applications is 28.03.2023. Applications will be evaluated upon reception and interviews with shortlisted candidates may be conducted before the closing date. Please note that applications received after the deadline will not be accepted.