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 candidates are considered first-tier candidates.
ย Context Under the overall supervision of the Chief of Mission (CoM) in Denmark, the direct supervision of the Programme and Liaison Officer in Denmark and in coordination with the Senior Resource Management Associate in Denmark and the Resource Management Team in Finland, the incumbent will provide technical assistance mainly in administrative and financial management to the projects the candidate is assigned to.
- Provide support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities.
- Provide assistance to all staff services such as travel, expense claims, document retrieval, etc.
- Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
- Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems;
- Review all types of payments starting from purchase to payment requests verifying that they are duly authorized, and all the supporting documents are attached therewith
- Perform a variety of HR duties such as support recruitment processes in the office.
- Perform assigned role(s) in Oracle HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.
- Perform the role ofย Time-keeper in Oracle; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in Oracle.
- Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.ย
- Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
- Support the organization of meetings, training activities and other Resource Management events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.ย
- Respond to general inquiries regarding Resource Management policies, instructions and procedures.
- Perform other related duties as assigned Education
- High School diploma with five years of relevant experience; or,
- Bachelorโs degree in Human Resources, Business Administration, Finance or related field with three years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.ย
ย Experience- Experience in financial administration including financial management, budgeting and /or human resources.
- Sound knowledge of financial rules and regulations.
- Prior experience in usage of Oracle is an advantageย and,ย
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.ย Skills
- Proficient in Microsoft Office applications e.g. SharePoint, Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle is a distinct advantage;
- Discreet, detailed and client-oriented, patient, with willingness to learn new things;
- Attention to detail, ability to organize paperwork in a methodical way. Languages
- Required: Working knowledge of English
- Desirable: Working knowledge of Danish or any beneficiary language IOMโs official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
ย Required Competencies ย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process.The incumbent is expected to demonstrate the following values and competencies:
Values -ย all IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity:ย respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- 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 Competenciesย โ behavioral indicators level 1
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results:ย produces and delivers quality results in a service-oriented and timely manner;ย is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability:ย takes ownership for achieving the Organizationโs priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way. Notes
- 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.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- 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.