Administrative Assistant (Policy)-G4

Job Description

Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:

1. Assist in meeting the operational challenges of migration and mobility 

2. Advance understanding of migration issues

3. Encourage social and economic development through migration; and

4. Uphold the human dignity and well-being of migrants and mobile populations.

IOM is committed to a diverse and inclusive 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.

Responsibilities

1. Provide administrative support to the Policy and Liaison Unit, and the Regional Migrant Response Plan (MRP), including the drafting of meeting reports and minutes, routine correspondence, as well as IOM documents and forms related to IOM operational and administrative matters.

2. Assist in the preparation and organization of meetings and events (such as conferences, workshops, training) in coordination with appropriate Regional Office and Country Office staff for the RPLU and the MRP.

3. Support routine administrative tasks related to the implementation and monitoring of multi‑year and multi‑country EU GCM project activities, as directed by the supervisor.

4. Provide administrative support for project activities by assisting in collecting updates from Country Offices, organizing documentation, and helping track follow‑up actions as directed

5. Assist in organizing regular RMRP meetings with IOM RMRP Focal Points and RMRP partners and support with documenting the outcomes and follow-up on actions from the meetings.

6. Provide administrative support for interactions with regional bodies (e.g., COMESA, SADC, AC, IGAD), UN Country Networks, and government counterparts, including assisting with scheduling, preparing routine documents, and maintaining related records

7. Assist in preparing and formatting public information documents, presentations, website content and reports on IOM activities, for internal and external distribution.

8. Assist the RPLO by gathering and organizing information needed for agendas and concept notes and support the preparation of background materials and documentation as requested on a broad range of subjects relevant to IOM’s policy activities in the EHSA region.

9. Assist the SRPLO in collecting inputs from Country Offices and compiling the information into the required formats for review.

10. Support the SRPLO with routine administrative tasks related to the Regional UN Network on Migration, including scheduling meetings and maintaining documentation.

11. Assist the SRPLO with policy knowledge‑sharing and regional knowledge management activities by helping organize documents, upload materials, and maintain the Unit’s SharePoint and other knowledge management tools as instructed.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in political science, international relations, social sciences or a related degree from an accredited academic institution with two years of relevant experience, or 

• High school diploma with four years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience supporting teams with administrative functions that includes assisting with project and finance management.

• Knowledgeof migration and displacement issues, ideally inthe African or EHoA context. (desired)

• Assist with basic information gathering as necessary to support project development and implementation, and monitoring activities for completion.

• Mature individual, with attention to detail, able to work independently and under stressful conditions and tight deadlines.

Demonstrated ability to maintain integrity in performing responsibilities assigned

Skills

• Excellent drafting and speaking skills in English.

  • Strong interpersonal and communication skills.

  • Ability to support teams with complex coordination tasks.

  • Ability to support the management of projects and organization of events.

  • Ability to deliver under tight deadlines and a team with multicultural background.

  • Excellent knowledge of Microsoft Office, social media and online collaboration tools (one Drive, SharePoint).

  • Highly professional, organized and committed attitude and skills.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five 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 – behavioural indicators Level 1

• 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.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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