Job Identification (Reference Number): 14105
Position Title: Administrative and Programme Support Officer (P)
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: P-3
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: Professional
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 10 April 2025
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 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:ย
ย ย ย ย ย ย ย ย ย 1.ย ย ย ย ย ย ย Internal candidates
ย ย ย ย ย ย ย ย ย 2.ย ย ย ย ย ย ย Candidates from the following non-represented member states:
Antigua and Barbuda, Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Federated States of Micronesia, Guinea-Bissau, Holy See, Iceland, Kiribati, Lao People's Democratic Republic, Madagascar, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Solomon Islands, Suriname, Tonga, Tuvalu, Vanuatu.
Second tier candidates include:
All external candidates, except candidates from non-represented member states of IOM.
Context
The Department of Media and Communications (DMC) serves as the strategic hub for external and internal communications activities within the International Organization for Migration (IOM).
The mandate of the Department is to manage and enhance the organization's global visibility, communication and outreach. DMC offers invaluable support to IOM Headquarters, as well as regional and country offices globally, ensuring a cohesive and impactful approach to communication while positioning IOM as a global leader, contributing to understanding and support for the organization's work. Moreover, DMC plays a pivotal role in shaping the narrative surrounding migration-related issues and ensuring that IOM's mission, goals and activities are effectively communicated to diverse audiences worldwide.
Under the Direct Supervision of the Spokesperson/Director of Media and Communications Division (DMC). The successful candidate will support all IOMโs Financial, Programmatic and administrative needs at the DMC in HQ
Programme Functions:
1. Liaise with counterparts in the department to ensure smooth coordination of events, priorities and workflows.
2. Coordinate and support administrative and operational tasks within the DMC, including follow-ups with various teams, managing agendas, and checking whether the assignments to different units and teams are completed effectively and within set deadlines.
3. Oversee compiling of reports from different units and prepare briefing notes and status reports as required including preparing talking points, Q&As, insights and data for reporting purposes.
4. Coordinate briefings and updates for the Director/Deputy Director and others on activities inside and outside the Organization.
5. Stay abreast of Departmental and Divisional workplans, initiatives and developments in the Office of Partnerships, Advocacy and Communications (OPAC) Pillar and provide support to the Director/Deputy Director on emerging needs, best practices, and to ensure necessary follow-up.
Administration and Finance Functions:
6. Provide expert support to the DMC unit in the management of DMCโs human and budgetary resources, contributing to efficient resource allocation and utilization across the department.
7. Ensure travel arrangements and financial documents are in conformity with relevant IOM regulations, policies, and procedures, and take action to resolve discrepancies or inconsistencies.
8. Provide functional guidance and Support to DMC Staff based in Headquarters on all aspects of financial control andย management and cross-cutting issues in the field of Finance, Programming and Administration.
9. Supervise and mentor finance staff member in DMC on the relevant areas of administration/finance and compliance in accordance with IOMโs policies and procedures.
10. Coordinate the DMC annual budget submission and control spending to ensure that costs are contained within approved allocations, in close coordination with the Director of DMC.ย
11. Provide general management and support for the day-to-day financial, administrative, accounting, budgeting, treasury, personnel, procurement, IT and other administrative activities of DMC.
12. Work closely with the DMC management and Media and Communications staff on all matters relating to Resource management, in coordination with the relevant departments in HQ.
13. Perform such other duties as may be assigned.
Education
Masterโs degree in administration, Public Relations, Finance, or a related field from an accredited academic institution with five years of relevant professional experience; orย University degree in a similar field with seven years of relevant professional experience in Administration, coordination and Finance.Professional certification as chartered accountant or certified public accountant an advantage.ยAccredited Universities are those listed in theย UNESCO World Higher Education Database.
Experience
Proven experience in private sector engagement, corporate communications, or donor relations, particularly in international or non-profit organizations.Experience in strategic communications and donor engagement strategies;Experience working with private sector stakeholders, businesses, or philanthropies in supporting humanitarian or development initiatives is an advantage; and,Field experience a plus, including in liaising with governmental and diplomatic authorities as well as international institutions.Skills
Knowledge of International Public Sector Accounting Standards (IPSAS) and Oracle highly desirable;ย Knowledge of IOM Accounting systems, software and procedures, a distinct advantage;High level of computer literacy, in particular, experience in computerized accounting systems and software, Microsoft 365;Strong communication and presentation skills, with the ability to tailor messaging for diverse Audiences;Knowledge of private sector engagement strategies and fundraising communications;Proficiency in digital media and content management tools, including social media platforms and content creation software (e.g., Adobe Creative Suite); and,Ability to manage multiple projects simultaneously, meet deadlines, and deliver high-quality work under pressure.Languages
For this position, fluency inย English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.
IOMโs official languages are English, French and Spanish.ย All staff members are required to be fluent in one of the the three languages.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments
Required Competencies
IOMโs competency framework can be found at thisย linkย Competencies will be assessed during the selection process.
Valuesย - all IOM staff members must abide by and demonstrate these 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.ย Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competenciesย โ behavioural indicators Level 2
ย Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.ย Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.ย Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.ย Accountability: Takes ownership for achieving the Organizationโs priorities and assumes responsibility for own actions and delegated work.ย Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.Managerial Competencies - Behavioural indicators โ Level 2
Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organizationโs 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 Organizationโs goals and communicates a clear strategic direction.Humility: Leads with humility and shows openness to acknowledging own shortcomings.ย
Notes
Open to internal candidates and previous IOM employees only.
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.ย 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.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, 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.
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 theย IOM e-Recruitmentย systemย (for internal candidates linkย here). The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website:ย IOM Careers and Job Vacancies