Coordination and Support Officer (Management and Reform)

Position Title: Coordination and Support Officer (Management and Reform)

Duty Station: Geneva, Switzerland

Classification: Professional Staff, Grade P3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 24 September 2024

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. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

IOM is the leading Organization in the field of migration and has a staffing complement of 22,000+ staff in more than 500 locations worldwide working on humanitarian and development programmes.

In support of the responsibilities of the Deputy Director General for Management and Reform (DDG) which is to provide institutional leadership, set institutional goals and priorities, maintain global oversight of IOM management and implementation of reforms, the Coordination and Support Officer (Management and Reform) will facilitate effective coordination and communication between Headquarters (HQ), Regional Offices (ROs), Country Offices (COs) and other organizational structures.

Under the overall supervision of the DDG and direct supervision of the Special Advisor to the

Deputy Director General for Management and Reform, the Coordination and Support Officer (Management and Reform) will provide technical, analytical, and organizational support to the work of the DDG. In addition, the Coordination and Support Officer (Management and Reform) will support the DDG on guiding and coordinating the tasks that fall under the portfolio of the Deputy Regional Director (Management) based in Regional Offices.

Core Functions / Responsibilities:

1. Coordination and Communication:

• Provide support to the DDG and the Special Advisor in coordinating with various Offices including Regional Offices, Departments, Divisions, and Units both within and outside the Management and Reform Pillar. Coordinate cohesion across the Departments and Divisions within the Management and Reform structure to ensure they efficiently and effectively fulfil their responsibilities.
• Stay abreast of departmental workplans, initiatives and developments in the Management and Reform Pillar Departments and Divisions and Regional Offices and provide support and recommendations to the DDG on emerging needs, best practices, and to ensure necessary follow-up.
• Coordinate with counterparts within the Executive Office.
• Coordinate the preparations of the DDG’s participation at HQ, field, and external events.

2. Data Collection and Reporting:

• Gather and consolidate planning, finance, and administrative updates from the departments, divisions and units falling under the portfolio of the DDG.
• Provide data analysis and horizon scanning where necessary to support DDG on shaping strategic directions and planning within the M&R Pillar
• Prepare briefing notes, status reports, provide inputs, and draft responses to incoming communications.
• Coordinate briefings and updates for the DDG on activities inside and outside the Organization which relate to the DDG’s portfolio of responsibilities.
• Monitor the progress of tasks assigned by the DDG to various teams or individuals.

3. Knowledge Management:

• Contribute to knowledge management by keeping clear and up to date records of correspondence and decisions, in particular formal DDG approvals and memos.
• Liaise with counterparts in the Executive Office to ensure smooth coordination of events and priorities within the Leadership Team.

4. Additional Duties:

• Perform other duties as assigned by the DDG and Special Advisor.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Management, Economics, Finance, or a related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven years of relevant professional experience.

Experience

• At least five years (seven years for bachelor’s degree holders) of relevant professional experience in Project Support and Coordination in a fast paced environment;
• Considerable experience in agenda setting, high level presentations, document review;
• Working experience in country and regional offices, ideally in various roles;
• Knowledge and experience in policy development and research is an advantage;• Experience in resources and administrative management matters is an advantage; and,
• Experience in writing policy and/or guidelines.

Skills

• Knowledge of organizational policies and practices especially those that relate to Management and Reform is an advantage;
• Excellent liaison and communications skills;
• Excellent organizational skills, with proven record of maintaining oversight of multiple workstreams in parallel;
• Strong strategic and creative thinking;
• Commitment, drive for results and efficiency;
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds; and,
• Demonstrated ability to work independently against tight deadlines.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

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

Notes

1

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

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 2

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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 endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.