Administrative Officer (Office of the Ombudsperson and Mediation Services (OOM))

Position Title: Administrative Officer (Office of the Ombudsperson and Mediation Services (OOM))

Duty Station: Geneva, Switzerland

Classification: Professional Staff, Grade P2

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 05 December 2024

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 Office of the Ombudsperson and Mediation Services (OOM) serves as an independent function to address employment related problems of staff members. It operates in accordance with the standards of practice and code of ethics of the International Ombudsman Association: “independence, neutrality, and impartiality, confidentiality and informality.” The role of the Ombudsperson is to mediate in conflicts of any nature related to conditions of employment, administration of benefits, managerial practices as well as professional and staff relations matters. As a dispute resolution practitioner, the Ombudsperson provides assistance in the informal resolution of conflicts and other issues and monitors trends and emerging issues. The Ombudsperson Office acts as an Alternative Dispute Resolution (ADR) resource for staff members who may also wish assistance with respectful workplace environment issues. The purpose of the Ombudsperson function is to be a mechanism that helps IOM staff to be treated fairly, advocating civility and mutual respect as the most appropriate avenue to successful problem-solving preventing conflict from escalating and improving staff productivity and morale.

Under the direct supervision of the Ombudsperson, the Administrative Officer will be responsible for administrative duties and back-office functions, including the following duties:

Core Functions / Responsibilities:

1. Assist the Ombudsperson with the administrative and logistical management of OOM. Coordinate, monitor, and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics, etc.) in IOM’s computerized systems and maintain OOM’s internal records related to the above.
2. Manage complex correspondence and documentation, often of confidential and sensitive nature. Ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation, and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention;
3. Support the Ombudsperson and the Deputy Ombudsperson missions and duty travels and maintain the office’s joint calendar and their calendar, if needed.
4. In coordination with the Ombudsperson and in line with OOM’s Strategy, 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.
5. Support the Ombudsperson and the Deputy Ombudsperson with organizing meetings, trainings, and other activities, finalize agendas and invitations, ensure production and distribution of documentation, take notes and prepare minutes, coordinate the certification process after trainings, and follow up on required actions, as needed.
6. Establish internal procedures and manage tracking systems and filing of administrative correspondence and documents. Support the Ombudsperson and the deputy Ombudsperson with information and guidance, as needed.
7. In coordination with OOM personnel and other stakeholders, support the develop of 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.
8. Perform other duties as may be as assigned by the Ombudsperson.

Required Qualifications and Experience:

Education

• Master’s degree in Administration, Behavioural Sciences, Conflict Resolution, Law, or Human Resources 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.

Experience

• Experience in project management and coordination, including administration, logistics, procurement, and finance;
• Experience in coordinating and/or managing back office functions;
• Experience with monitoring, evaluation and results-based management;
• Experience in planning and organizing events, trainings, and other activities;
• Experience in developing outreach materials and communications, including audio/visual media is an advantage;
• Experience in functions related to internal justice systems within international organizations is an advantage; and,
• Computer/software literate, preferably knowledgeable in Microsoft Office, Adobe Acrobat and Photoshop with experience in maintaining a website.

Skills

• Knowledge of current and emerging practices in alternative dispute resolution;
• Ability to keep matters strictly confidential and exercise good discretion in using information;• Has the skill for delivering respect by affirming the feelings of each person involved in a concern, while staying explicitly neutral on the facts of a case;
• Capacity to respond as quickly as possible endeavouring to build rapport;
• Ability to master active listening and coaching techniques;
• Capacity for reframing issues, enlightening the context, and facts and feelings, that might have been overlooked; and,
• Ability to offer the option of referrals to other relevant units.

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.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required 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 2

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

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. 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.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and 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.