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 general supervision of the Senior Publications Specialist and under the direct supervision of the National Finance & Administrative Officer, the successful candidate will be responsible for the following functions:
Core Functions / Responsibilities
1. IOM Publications Platform
- Prepare and upload all new publications, updates the publications attributes.
- Provide publications download statistics to requesting country and regional offices and the different Headquarters divisions.
- Communicate and coordinate with Online Communications Unit (OCU) colleagues for any fixes and adjustments in the Platform’s backend.
2. Publications Mailbox and General queries
- Maintain the publications mailbox, assist colleagues inquiring about the PUB process and the submission of the Publications Service Request (PSR) form.
- Answer general queries such as but not limited to: Translation services, Disclaimers, ISBN requests, Joint Publications, Permision/Copyright Queries; External requests to publish their research reports; In the absence of the Publications Assistant in Headquarters, assist in providing the list of the Roster of external consultants and replying to Review/Approval PSR requests when needed.
3. Publications Pipeline
- • Receive the PSR forms, assign reference numbers for Editing, Layout, and Editing and Layout requests, check the availability of the editors and artists and send calendar invites, introduce and endorse the assigned editor and/or artist to the requesting office or department, and save a weekly back-up of the file.
- • In the absence of the Publications Assistant in Headquarters, assist in receiving, assigning reference numbers, and replying to Review/Approval requests.
4. Publications Intranet Page
- Serve as an alternate focal point for the Publications Intranet Page.
- Coordinate with the Intranet Team/ ICT when fixes are needed
- Upload Publications and/or documents in the DMS portal, edit attributes in the Publications Intranet Page.
5. Administrative
- Maintain and update all social media accounts (Facebook and Twitter).
- Assist in preparation and sending out of electronic flyers of new publications to all IOM Usersto external mail contacts through Mailchimp.
- Assist in updating contact list in Mailchimp.
- Monitor and update the Unit’s Asset list.
- Coordinate with MAC Local Procurement Unit and Common Services Unit for the unit’s general needs.
- Prepare Online Invoice Processing App (OIPA) and Online Purchase Requisition App (OPRA) for the Unit.
- Perform other duties as may be assigned.
Education
- University degree in Management, Marketing, Social Sciences, Fine Arts or a related field from an accredited academic institution with two (2) years of relevant professional experience; or,
- Completed High School with four (4) years of relevant professional experience.
Experience
- Two (2) years of relevant professional experience.
- Computer literacy including proficiency in MS Office applications, Internet browser,CMS program.
- Familiarity with Adobe PC Suite an advantage, in particular Adobe Acrobat.
Languages
English and French are the working languages of the UN Secretariat. 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.
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.
Delivering results
Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
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.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 01 August 2023. VN Number and Position Title (VN 137/2022 – Publications Assistant) 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 and an offer will be made following the confirmation of funding.