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 supervision of the MAC Director and direct supervision of Chief, Manila Human Resources Operations (MHRO) and, in collaboration with relevant units at MAC, the successful candidate will be responsible for the administrative tasks related to the needs of the MHRO unit.
Core Functions / Responsibilities
- Draft routine correspondence; prepare or consolidate tables, reports, presentations, publications, and other documentation.
- Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, SharePoint, office files, etc.); present results in standard format.
- Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems.
- Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms, communication platform (MS Teams, Zoom etc.).
- Liaise with commons services and procurement units to ensure availability of office supplies and appropriate maintenance of office equipment.
- Provide assistance to staff on TDY and visitors to the unit related to security briefings, building access, scheduling of courtesy meetings, and other administrative-related requests.
- Assist with the onboarding and orientation of newcomers in MHRO.
- Monitor the unit’s staff movements and ensure up-to-date distribution lists related to MHRO.
- Act as the focal point of contact for the desk sharing application for the unit, overseeing its usage and issuing reminders to ensure consistent utilization.
- Acknowledge receipt of inquiries, issues and/or requests sent to the MHRO mailbox and forward to the necessary unit for proper handling.
- Facilitate follow-ups with various units to track the status of requests and address any concerns.
- Support staff engagement initiatives for the unit, including organizing and promoting extracurricular events such as gatherings and welfare activities to foster a dynamic working environment.
- Proactively collaborate with staff members to effectively analyze and resolve issues, inquiries, or requests, ensuring seamless communication and effective problem-solving.
- Perform other related duties as may be assigned.
Education
- Bachelor’s degree in Business Administration or related fields from an accredited institution with three (3) year of relevant professional experience; or,
- High school diploma with five (5) years of relevant experience
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Proficient in Microsoft Office applications e.g. One Drive, MS Teams, Word, Excel, PowerPoint, Outlook.
- Prior work experience with international humanitarian organizations, non-government or government institutions / organization in a multi-cultural setting in the area of administrative/executive support is an advantage.
- Attention to detail, ability to organize electronic files/paperwork in a methodical way
- Discreet, details and clients-oriented, patient and willingness to learn new things
- Excellent communication and team collaboration skills
- Punctuality
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 candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.
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.