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; Saint Lucia; 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:
The Chief of Staff assists the Director General and the Leadership Team in ensuring operational efficiency, strategic coordination and effective communication across various departments and field operations. Tasked with supporting the day-to-day functions of the Organization, including oversight over the Regional Offices, the Executive Office provides critical support to the Director General and Leadership Team in decision-making processes. By facilitating collaboration between departments and between Headquarters and the field and streamlining workflows, the Executive Office contributes to the smooth implementation of IOM’s mandate. The Executive Office also oversees the Regional Coordination and Support Unit.
Under the direct supervision of the Advisor to the Executive Office and in close coordination with the Chief of Staff, Deputy Chief of Staff, and the Special Advisors within the Executive Office, the Support Officer will provide support to the Executive Office on coordination between headquarters (HQ), Regional Offices, and Country Offices, aligning with IOM's Strategic Plan.
Core Functions / Responsibilities:
1. Under the guidance of the Advisor to the Executive Office, support the development and implementation of a long-term plan on the work of the Executive Office aligned with the Strategic Plan.
2. Support the development of guidance documents for the functioning of the Executive Office ecosystem, including through leading and developing consultations with HQ entities, the Senior Advisors and Regional Offices.
3. Ensure the development and maintenance of a clear and up to date monitoring system for all issues under tracking of the Executive Office and flag any delays to their hierarchy in a timely manner.
4. Facilitate information sharing within the Executive Office and with other HQ Departments, Regional, and Country Offices, including meeting note consolidation.
5. Monitor and report on strategic topics, reviewing analytical notes, papers, and presentations to support policy, strategy, and key institutional messages.
6. Conduct desk research relevant to the Executive Office's work.
7. Contribute to the regular updating of the work of the Executive Office to the Leadership Team.
8. Support the Executive Office in reviewing and drafting correspondence, notes, minutes, presentations and other related documents.
9. Provide logistics support to visiting Senior Management from Regional and Country Offices and act as the main focal point to support their visits in Headquarters.
10. Prepare and follow up on internal meetings, including scheduling, content preparation, and note for file circulation.
11. Perform any other duties as may be assigned.
Required Qualifications and Experience:
Education
• Master’s degree in Law, Political or Social Sciences, International Relations or related fields from an accredited institution with two years of relevant experience; or,
• University degree in the above fields with four years of relevant professional experience.
Experience
• At least one year of experience working with international migration issues;
• Demonstrated experience in liaising with governmental and diplomatic authorities and non-governmental organizations; and,
• Experience working in a multi-cultural setting.
Skills
• Demonstrated knowledge of IOM and its activities;
• Familiarity with international migration policy and law.
• Strong background in written communication;
• Computer literacy, especially database tools and virtual meetings; and,
• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.
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.
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