Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context
The Office of Staff Security (OSS) is responsible for providing leadership on security policy management and Country Office operational support to enable the effective implementation and delivery of IOM programmes and activities while managing security risks at acceptable levels.
Under the overall supervision[1] of the Director of the Office of Staff Security (HQ) and direct supervision[2] of the Administrative Assistant and the Administrative Clerk is responsible for providing administrative support on tasks associated with the IOM OSS Global Surge Roster. The IOM OSS Global Surge Roster is a roster of qualified security professionals who are rapidly deployed at short notice for flexible and short-term deployments globally, to respond effectively to global humanitarian emergencies and provide security advice concerning crisis preparedness, contingency planning, and emergency operations.
In addition to this, the Administrative Clerk will also provide support on verifying OSS core team assets in preparation for year-end stocktake of IOM assets, and assist with 2025 OSS core team procurement planning and forecasting.
The Office of Staff Security (OSS) is responsible for providing leadership on security policy management and Country Office operational support to enable the effective implementation and delivery of IOM programmes and activities while managing security risks at acceptable levels.
Under the overall supervision[1] of the Director of the Office of Staff Security (HQ) and direct supervision[2] of the Administrative Assistant and the Administrative Clerk is responsible for providing administrative support on tasks associated with the IOM OSS Global Surge Roster. The IOM OSS Global Surge Roster is a roster of qualified security professionals who are rapidly deployed at short notice for flexible and short-term deployments globally, to respond effectively to global humanitarian emergencies and provide security advice concerning crisis preparedness, contingency planning, and emergency operations.
In addition to this, the Administrative Clerk will also provide support on verifying OSS core team assets in preparation for year-end stocktake of IOM assets, and assist with 2025 OSS core team procurement planning and forecasting.
Core Functions / Responsibilities
Human Resources Support
- Provide support to the Administrative Assistant in the development and implementation of an internal surge deployment mechanism for the OSS Surge Roster.
- Assist in reviewing and screening candidate applications, to ensure that eligibility and qualifications are met in accordance with the post description.
- Collect candidates’ data for developing a database/system for rostered candidates, to identify, categorize qualified candidates according to their work experience, skills and language.
- Support in identifying a list of vetting experts to assess the skills and experience of rostered candidates as part of the vetting process to ensure that only qualified security professionals are to be considered for surge deployment.
Asset Management Support
- Coordinate with the OSS core team to update staff member assets, ensure that assets are accounted for, process asset transfers, including an assessment of asset/s condition to support the asset disposal or replacement.
- Assist in consolidating 2025 procurement plans for OSS HQ, Regional Offices, MAC and PAC.
- Perform such other such duties as may be assigned.
Education
- Bachelor’s Degree in Business Administration, Human Resources, International Relations, Communications or a related field with one year of relevant professional experience; or,
- High School Diploma with three years relevant experience.
Experience
- Experience in providing administrative and human resources support for humanitarian or international organizations is desirable.
- Experience in concisely summarizing the CVs and profiles of candidates is desirable.
- Experience in developing a database is desirable.
- Experience working with an Enterprise Resource Planning (ERP) system is desirable.
- Experience in Microsoft Office 365 tools and apps (Office, Teams, Word, Excel etc.) is desirable.
- Accuracy and attention to detail.
- Ability to be discreet and maintain confidentiality.
- Ability to multi-task and prioritize;
- Proven ability to produce quality work accurately and concisely according to set deadlines.
- Ability to work effectively with colleagues from varied cultures and professional backgrounds, and;
- Excellent oral and written skills. Listens actively and responds effectively.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion and respect for diversity
Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency
Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism
Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage
Demonstrates willingness to take a stand on issues of importance.
Empathy
Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies
Accountability
Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication
Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managing and sharing knowledge
Continuously seeks to learn, share knowledge and innovate.
Teamwork
Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results
Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 16 Aug 2024. VN Number and Position Title (DR 023/2024 Administrative Clerk) should be specified in the SUBJECT field.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.
FEES
IOM does not charge any fees at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.