Chief, Management Support Unit

Position Title: Chief, Management Support Unit

Job Code: VN 202 497

Duty Station: To be determined

Classification: Professional Staff, Grade P5

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

Estimated Start Date: As soon as possible

Closing Date: 26 August 2024

Context:

IOM’s Management Support Unit (MSU) is established to support the management of various Offices in alignment with the IOM 2024-2028 Strategic Plan’s cross-cutting priorities, and mainly with strengthening integrity, transparency, and accountability.

Under the overall supervision of the Director General and direct supervision of the Deputy Director General for Management and Reform (DDG) as Chair of the Integrity Group, and in accordance with the general Terms of Reference (ToR) of the MSU, the Chief, Management Support Unit will lead the MSU and provide assistance to offices and enable them to improve and address any gaps in the following business processes:

• Financial management, including budget management and donor reporting.
• Human resources management.
• Supply chain management.
• Implementation of programmes and projects.

The specific objectives of the MSU involve providing advice and assistance to offices in coordination with Regional Offices (ROs) and relevant functional areas across the organization, enabling them to address their business processes that have been identified as needing improvement and of high-risk, and facilitating them to take appropriate actions on issues and recommendations arising from the work of the Office of Internal Oversight (OIO); the External Auditors of IOM; other internal/external assessments and risk assessments of IOM conducted by other relevant stakeholders. In assisting offices undertake this initiative, they may further help analyse root causes and identify any impediments to the implementation of these recommendations. The MSU will support offices develop and formulate strategies, actionable evidence-based implementation plans, road maps with specific timelines, and identify the resources needed to address these issues.

The work of MSU is distinct from the work of the Office of Internal Oversight that provides independent assurance on the Organization’s governance, internal controls, and risk management framework, ensuring adherence to rules and regulations, policies, and procedures, and assessing the efficient and effective delivery of programmes and projects. The work of MSU shall not include any work within the mandates of OIO or other entities, such as Office of Legal Affairs (LEG), Office of Ethics and PSEAH (OEP) and Office of Ombudsperson (OOM).

Core Functions / Responsibilities:

1. Prepare the Terms of Reference for each specific assignment, whether on-site or remote, which shall be developed in accordance with the standard Terms of Reference and approved by the DDG as Chair of the Integrity Group. The Terms of Reference shall reflect the respective purpose, management improvements needed and/or recommendations of an audit or external assessment.
2. Consider and analyze relevant documentation and information, including internal and external audit findings and recommendations, internal oversight advisory related work, central evaluation reports, external assessment reports and other information shared by relevant stakeholders. Based on the preliminary analysis submitted, the DDG as Chair of the Integrity Group will decide whether an on-site visit is required, or remote assistance is sufficient.
3. Collaborate and engage with relevant stakeholders at the IOM Headquarters, Administrative Centers, Regional Offices, Country Offices and other offices to understand underlying issues and challenges preventing the full compliance or causing the non-compliance of IOM’s policies, procedures and rules, or any concerned administrative, programmatic and operational issues.
4. Plan, undertake and lead ad-hoc travel for on-site visits to IOM Offices worldwide, in close coordination with representatives of the concerned office, if the Chair of the Integrity Group has decided that an on-site visit is required.
5. Prepare and submit both interim and final results including action points to the DDG as Chair of the Integrity Group and the Director General.
6. As tasked by the Integrity Group, provide assistance to the concerned offices in the implementation of recommendations and action points. Recommendations may aim to promote capacity building to the concerned offices, through dedicated trainings on processes identified as gaps.
7. Develop actionable evidence-based post-review implementation plans with specific timelines.
8. Facilitate discussions and decision-making processes to ensure ownership and accountability for actions to be taken after undertaking management support.
9. Supervise and coordinate the work of the MSU in maintaining accurate records of consultations, visits, outcomes, and future analysis including handover and/or final reports related to the assignments in the context of the management review and support.
10. Analyze themes and trends of causes and present these to the DDG as the Chair of the Integrity Group for advice, and potential subsequent attention of relevant HQ department.
11. Take actions to ensure that the MSU shall not engage in activities related to the mandate of OIO or other entities, such as LEG, OEP, OOM – e.g. investigation, audit or evaluation. Ensure further that information related to the mandates of these departments is referred promptly to them by MSU.
12. Take actions to ensure that all information is collected in line with the ToR and policies applicable to MSU and used only for the purposes enshrined in the Terms of Reference of the Management Support Unit.
13. Perform other duties, as may be assigned by the DDG as Chair of the Integrity Group.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Management, Oversight, Law, International Relations, or a related field from an accredited academic institution with ten years of relevant professional experience or,
• Bachelor’s degree in the above fields with twelve years of relevant professional experience.

Experience

• Extensive experience in general management as well as project and resources management and linkages to project implementation.
• Extensive experience in developing and managing high-performing diverse teams in multiple locations.
• Demonstrated experience with change management processes.
• Experience in managing complex situations and within security risk context.

Skills

• Extensive knowledge of business processes and of fiduciary responsibilities in an organization.
• Knowledge of common and harmonized policies, guidance, and procedures in the UN system is an advantage.
• Excellent communications skills, both oral and written.
• Excellent analytical skills in preparing and reviewing comprehensive reports based on field assignments with attention to detail.
• Excellent liaison and negotiation skills.
• In-depth understanding of (or capacity to fully comprehend) IOM’s administrative policies, procedures and rules.
• In-depth knowledge of the broad range of general management and compliance related subject areas dealt with by the country offices and the Organization as a whole.
• Effective resources management skills, and very good familiarity with financial and business
• administration and of the principles and practices of management.
• Very good level of computer literacy.

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

The domicile duty station is not determined at this time, however, it will be a Family Duty Station.

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 3

• 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.

Managerial Competencies – behavioural indicators level 3

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s 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 Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

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

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

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.