CFA: Programme Support Officer (P) in Genf

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Internal and external candidates will be considered for this vacancy.

For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), UN Volunteers with at least twelve (12) months of continuous service in IOM, staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Organizational Context and Scope

Responsibilities

• Assist the Ombudsperson and the Deputy Ombudsperson with administrative and logistical management of OOM. Coordinate, monitor, and process administrative actions (human resources, contracts, procurement, accounting, finance and budget, logistics) in IOM’s computerized systems and maintain OOM’s internal records related to the above. Provide regular budgetary reports and proactively support on administrative planning, tasks and closures.
• Support the Ombudsperson and the Deputy Ombudsperson with organizing outreach, meetings, trainings, and other activities at HQ, globally or as needed, finalize agendas and invitations, ensure production and distribution of documentation, take notes and prepare minutes, support engagements and training needs conducted by OOM, and follow up on required actions, as needed. In particular, work with the OOM team to support the logistical needs and coordination of Respectful Workplace Focal Point (RWFP) processes and trainings, as well as for Mediation.
• Manage complex communications, requests for assistance, correspondence and documentation, often of confidential and sensitive nature. Ensure appropriate organization, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the Ombudsperson and Deputy Ombudsperson’s attention; Ensure presence and timely response to queries during core business hours received for OOM, and maintain relationships between OOM and stakeholders and networks.
• Support the Ombudsperson and the Deputy Ombudsperson on administrative and planning matters associated with their functions, including missions and duty travel, coordination with organizational actors and groups, ensuring inclusion of OOM in pertinent organizational events and meetings, and other needs; maintain the office’s joint calendar and their calendar, if needed.
• In coordination with the Ombudsperson and Deputy Ombudsperson, and in line with OOM’s strategy and organizational needs, develop and maintain OOM’s annual activity plan and establish and maintain quality assurance measures ensuring appropriate monitoring, evaluation, learning, and reporting of all office activities. Serve as the contact point for receiving and responding to EO requests, such as on workplans, midterm reviews, participation in work streams, integrity group meetings, etc.
• Establish internal procedures, manage tracking systems and filing of administrative correspondence, reports and documents consistent with OOM’s standards of practice, code of ethics and best practices. Support the Ombudsperson and the Deputy Ombudsperson with organizational and practice information and guidance, as needed.
• Provide support to the OOM team on administrative matters related to overall programme support needs. Help manage OOM’s communication strategy, update and maintain the OOM SharePoint site, and manage broadcast communication and communications over internal platforms used by personnel.
• In coordination with OOM personnel, and other stakeholders when needed, help develop training programmes and outreach materials, including audio/visual media, and activities and ensure coherent branding and image of OOM in all written works and all activities.
• Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor's degree in Administration, Human Resources, Behavioural Sciences, Conflict Resolution, Law, or a related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.

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

Experience

• Experience in administrative coordination, office management, project coordination, procurement, finance, logistics, or operational support functions;
• Experience coordinating travel arrangements, meetings, workshops, trainings, conferences, and events in fast-paced and multicultural environments;
• Experience supporting procurement and vendor management processes, including coordination with service providers, consultants, and administrative focal points;
• Experience supporting onboarding, administrative processes, and coordination activities for staff and non-staff personnel;
• Experience preparing presentations, briefing materials, meeting minutes, correspondence, and other administrative documentation;
• Experience working with confidential and sensitive information requiring discretion, neutrality, and sound judgement;
• Experience developing outreach, awareness-raising, communications, or training materials, including presentations, newsletters, website or intranet content, and audio/visual materials, is an advantage;
• Experience supporting knowledge management initiatives, SharePoint organization, records management, and process improvement initiatives is desirable.

Skills

• Familiarity with the function of an Ombudsperson’s office and standards of practice desirable;
• Familiarity with the UN Common System, specifically within IOM, is strongly desired;
• Demonstrated proficiency in Microsoft Office applications, SharePoint, virtual collaboration platforms, Adobe Acrobat, and other administrative or communications tools is required;
• Excellent organizational, coordination, and time management skills with the ability to manage multiple priorities simultaneously in a fast-paced environment;
• Ability to quickly grasp and apply OOM’s Standards of Practice and Code of Ethics in context of programme support and administration;
• Excellent interpersonal, stakeholder engagement and relationship management skills, with the ability to collaborate effectively across diverse cultures and organizational levels, and quickly understand organizational context;
• Demonstrated client-service and teamwork orientation, and ability to build collaborative working relationships;
• Ability to draft clear, concise, and well-structured correspondence, presentations, meeting documentation, and other administrative materials;
• Demonstrated attention to detail and ability to maintain accuracy in administrative, financial, procurement, and logistical processes;
• Demonstrated ability to handle confidential and sensitive matters with professionalism, discretion, tact, neutrality, and sound judgement;
• Ability to proactively identify operational gaps and contribute to process improvement, workflow streamlining, and knowledge management initiatives;
• Proven coordination, stakeholder management, and problem-solving skills, including the ability to anticipate needs, exercise sound judgement, and follow through on tasks independently;
• Ability to support communications, outreach, and visibility initiatives, including the preparation and coordination of training and awareness-raising materials;
• High degree of computer literacy, including proficiency in Microsoft Office Suite, SharePoint, Adobe Acrobat, virtual meeting platforms, and other administrative and collaboration tools; fluency in WAVE;
• Demonstrated ability to work effectively and harmoniously within multicultural and multidisciplinary teams.
• Demonstrated attention to detail with a commitment to quality and continuous improvement.

Languages

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

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