JOB DESCRIPTION

Job Summary

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.

Key Responsibilities

Responsibilities and Accountabilities

Administrative Support

• Provide comprehensive administrative support to the Shelter Unit, ensuring smooth day-to-day operations.
• Organize and maintain all unit paperwork, including contracts, reports, and project documents, to ensure easy accessibility and compliance with IOM’s administrative standards.

Data Collection and Project Monitoring

• Collect daily updates on activities across the unit, ensuring that all project matrices and internal trackers are consistently updated with accurate and timely information.
• Monitor the progress of unit activities against the approved work plan, identifying any potential delays or bottlenecks.

Reporting and Documentation

• Take full responsibility for compiling and submitting all internal and external reports for the unit, ensuring that reports are accurate well-documented, and delivered on time.
• Liaise with relevant colleagues to gather necessary information for reports, ensuring that all sections are complete and aligned with IOM standards and donor requirements.

Support for Unit Activities and Field Operations

• Assist the Shelter Unit in carrying out various tasks and activities as needed, including logistics, field support, and coordination with external partners.
• Support field teams in the distribution of Non-Food Items (NFIs), ensuring compliance with donor requirements and IOM’s operational standards.
• Provide logistical and administrative support to ensure the smooth implementation of field activities, coordinating closely with field staff.
• Provide backup and support to team members during high-demand periods or in case of emergencies, ensuring uninterrupted unit operations.

Liaison and Communication

• Act as the central point of communication within the unit, ensuring that information flows smoothly between team members and external partners.
• Maintain regular communication with field teams to track the status of ongoing activities and provide necessary support when required.

Other Duties

• Perform additional tasks as may be assigned by the supervisor to support the overall goals and objectives of the Shelter Unit.

Required Qualifications

Required Qualifications and Experience

EDUCATION

• University degree in Business Administration, management, or related field from an accredited academic institution with 3 years of relevant professional experience.

EXPERIENCE

• Experience in IOM administrative procedures
• Experience in the usage of office software packages (word, Excel) and knowledge of spreadsheet and data management.
• Experience in coordination and collaboration with external partners

SKILLS

• Ability to work diplomatically, with empathy and tact.
• Ability to work with people from different backgrounds
• Ability to work in a multicultural environment and in a sometimes difficult and stressful environment

Languages

REQUIRE

For all applicants, fluency in French is required (oral and written).

DESIRABLE

Working knowledge of English.

Competencies[1]

The incumbent is expected to demonstrate the following values and 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 1

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.

[1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.