Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
TO COPY-PASTE FROM POSTING DESCRIPTION
- Manage and monitor a large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritisation, accuracy, consistency, informal translation and timeliness. Bring complex, sensitive or priority issues to the supervisor’s attention.
- Provide information and guidance to staff at all levels within the organisational unit; ensure understanding of intent and deadlines.
- Arrange appointments and duty travels for the division, maintain supervisor’s calendar and receive visitors.
- Organise meetings, finalise agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
- Organise and coordinate the work performed by other office support staff, where applicable. Coordinate activities across the division, including divisional issues, deadlines and other requests;
- Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
- Respond to written inquiries and draft responses to non-routine questions. Coordinate responses to sensitive enquiries on behalf of the supervisor, where applicable.
- Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices. Conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.
- Coordinate, monitor and process administrative actions for the division (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerised systems.
- Evaluate ongoing support requirements of the Division, adapt service provision to meet changing needs and solve operational problems as required.
- Ensure the initiation of a variety of transactions in the organisation’s computerised administrative systems.
Education
- Bachelor’s degree in Business Administration or a related field from an accredited academic institution with four years of relevant professional experience; or,
- High school diploma with six years of relevant professional experience.
Experience
- Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;
- Attention to detail, ability to organise paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organisations, non-government or government institutions/organisation in a multi-cultural setting is an advantage.
- Experience with Microsoft SharePoint, including document management, content administration and information-sharing platforms, is an advantage.
Skills
- Experience in management coordination, monitoring of follow-up actions and facilitation of governance processes.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in English is required (oral and written).
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
No late applications will be accepted. Only shortlisted candidates will be contacted.