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
Under the overall guidance and supervision of the Legal Counsel and the Division Head, Contract Division, Office of Legal Affairs (LEGCR), and under the direct supervision of Unit Head, Manila Unit, LEGCR, in coordination with the Office of Legal Affairs at Headquarters and its Panama Unit, the successful candidate will be responsible on various administrative and legal aspects of the organization such as but not limited to processing contracts and corresponding with Missions.
Core Functions / Responsibilities
- Receive all incoming requests and queries to LEG CR from IOM colleagues and external parties, including LEG CR’s inbox. Receive e-mail correspondence and refer to the relevant legal officer.
- Assist with completion of information in the tracking matrix, and maintenance of electronic and hard copy files and records for the department. In particular, improve and maintain the existing filing system for documents reviewed and approved by LEG CR and signed by IOM.
- Update calendars, create and maintain assignment schedules
- Assist the LEG Contract Division in updating and uploading contract templates on the intranet.
- Provide other general administrative assistance to all staff members of LEG CR, including assistance in travel arrangements, processing travel requests and expense claims on PRISM, monitor departmental timekeeping records. Assist in organizing conference calls or meetings. Participate in meetings and prepare minutes.
- Database Maintenance: to update the index/table of contents of the LEG database. This will involve the following actions: • Coordinate with LEG officers who upload/maintain files • Backup/archive copies of the old files
- 7. Update the LEG Database index/table of contents in OneNote (or any other platform/app) which contains a list/description of the files in the LEG Database
- Perform other duties and responsibilities as required.
Education
- University degree in Political or Social Sciences, Law and/or Business or Public Administration or any related field from an accredited academic institution, with one year relevant professional experience in administrative support in legal department; exposure in international organization an advantage; or
- Completed High School degree from an accredited academic institution with three years of relevant professional experience.
Experience
- Proficient in MS Office and other IT applications; working knowledge of SAP an advantage.
- Editing skills in English (French/Spanish an advantage).
- Translation skills English, French, or Spanish an advantage.
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 10 Apr 2024. VN Number and Position Title (DR049/2023 Administrative Assistant) should be specified in the SUBJECT field.
For internal candidates, please send in your updated CV and cover letter using your IOM email account for your application to be considered valid.
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.