Job Description

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 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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes.

Under the overall supervision of the Chief of Mission (CoM) in Ireland, and under the direct supervision of the Head of Movement Management Unit and, in collaboration with Operations Assistants and relevant units at Headquarters and the Administrative Centres, the incumbent will be responsible and accountable for supporting movement operations activities in Ireland, with the following duties and responsibilities:

Responsibilities

1. Answer the Operations unit telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
2. Arrange appointments for the Operations Unit, receive visitors for Operations Unit and respond to routine requests for information from Operations team and head of Movement Management Unit.
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions for the Operations Unit.
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce standard document forms and simple reports.
5. Assist with travel and hotel arrangements and prepare travel authorizations/claims for staff and beneficiaries as required.
6. Provide basic office, administrative and logistics support to movements, meetings, and team events.
7. Assist in collecting, compiling and organizing information and reference materials from various sources for reports; create basic spreadsheets and presentations; update databases for mailing lists and other information; and maintain electronic and paper files.
8. Maintain confidentiality and integrity of relevant paperwork in line with standards of conduct and data protection rules and report any non- compliance to SOPs or codes of conduct to the supervisor.
9. Perform other duties as required

Qualifications

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration or Social Studies, Political Science, International Relations, Psychology or related fields with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Prior Movement Operations or transportation-related experience is a strong advantage.
• Prior work experience with international humanitarian organizations, non- government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups.
• Experience working in a multi-cultural setting.

Skills

• Proficiency in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, detail- and client-oriented, patient and willingness to learn new skills.
• Experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a distinct advantage

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, Fluency in English (oral and written) is required.
Any other IOM official language is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.

Notes

Please refer to this link for guidance on IOM Job Category.

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.

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

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.

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 the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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