IOM Costa Rica Country Programmes aim to support government authorities to ensure safe, orderly migration and facilitate migrant socioeconomic development with an innovative and integral migrant approach. IOM works closely with migrants and host communities in various programmes concerning social cohesion, integration, labour migration opportunities and regularisation. In addition, the mission provides immediate assistance to vulnerable migrants including victims of trafficking and smuggling. The mission manages at the country-level, a series of regional programmes and manages country-level projects as well.
Under the direct supervision of the Chief of Mission and the overall supervision of the Regional Director, the Executive Assistant will be responsible for executing the following tasks:

Responsibilities and Accountabilities

1. Prepare draft notes, minutes, invitation letters, agreements, contracts, and other required instruments.
2. Assist in the coordination of logistical and administrative preparations for conferences, meetings, seminars and other activities organized by the Chief of Mission’s office, attending certain events as required.
3. Coordination of vehicle and driver support requests in order to cover scheduled and unforeseen activities.
4. Keep updated the telephone numbers, fax, email address and other contact information of the pertinent officials, counterparts and OIM person and make this available to the Mission.
5. Support in travel arrangements and other related procedures for COM and other senior staff, as required.
6. Receive, classify, archive and follow up on the communications received and / or generated by the Chief of Mission’s Office.
7. Provide assistance so that all purchases, contracting services and other expenses made are supported with the documentation (receipts, quotes, payment requests, etc.) required by IOM.
8. Keep updated appointment calendar of the Chief of Mission
9. Respond to general information requests and inquiries; set up and maintain files/records.                                                                                                                                                                           10. Assist in the control and execution of regular payments associated with the projects (eg, payment of consultants’ fees and other services) when required.
11. Contribute to the development of a work plan – in coordination with the Chief of Mission, for the planning of activities specific to the Chief of Mission’s office.
12. Assist in the preparation of reports, talking points and other documents required from the Chief of Mission’s Office.                                                                                                                          13. Other associated and relevant functions for the correct functioning of the IOM Costa Rica mission as assigned by your Supervisor.