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 Head of the Migration Research and Publications Division and direct supervision of the Senior Research Officer (Head of the Migration Research Unit), the successful candidate will be responsible for providing effective and efficient administrative support to the Migration Research Unit.
Core Functions / Responsibilities
- Provide procurement and budget monitoring support for the Research Unit, the World Migration Report series and initiatives and projects managed by the Unit, and perform other general administrative tasks (e.g. arrangements and note-taking for meetings and other events, reservations, budget follow-up, etc.).
- Provide support for the onboarding/separation of interns or staff members and the renewal of contracts by coordinating with relevant HR staff, as well as for the contracting of external consultants. Provide secretarial, administrative and logistics support to (virtual) meetings, boards, committees, conferences, etc.
- Coordinate the translations of various research outputs produced by the Research Unit, including the World Migration Report series (e.g. budget management, identification of translators, coordination with translators and the Publications Unit, etc.).
- Assist in the maintenance of the webpages of the Research Unit and the World Migration Report, as well as the Wikipedia pages relating to the World Migration Report.
- Assist in the maintenance of the Division’s Intranet and SharePoint pages and in the preparation of presentation materials. Maintain the Unit’s calendar/schedules, monitor changes and communicate relevant information to appropriate staff.
- Update and maintain large distribution lists; monitor, prepare, and distribute various materials, reports, using MailChimp.
- Perform any other duties as may be assigned.
Education
- University degree in Business Administration or a related field from an accredited academic institution, with two (2) years of relevant professional experience, preferably in administrative support or similar roles; or,
- Completed High School degree from an accredited academic institution, with four (4) years of relevant professional experience.
Experience
- Previous work experience in international organizations and companies in an administrative role, including for budget monitoring and procurement.
- Prior experience maintaining websites using content management solutions would be an advantage.
- Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint, Publisher, and SharePoint.
- High attention to details.
- Good written and oral communication skills with ability to interact with individuals from diverse backgrounds.
- Excellent organizational skills with ability to prioritize tasks and work independently.
- Good interpersonal skills ensuring a smooth collaboration with other colleagues in a highly multicultural environment.
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.
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.