Knowledge Management and Administrative Associate

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

IOM's institutional strategy prioritizes integrity, transparency, and accountability as key cross-cutting concerns. The Office of Ethics and Prevention of Sexual Exploitation and Abuse and Sexual Harassment (OEP) is an independent office and leads IOM’s work to foster a culture of ethics and integrity and to prevent sexual exploitation and abuse and sexual harassment. 

The Office consists of the Ethics and Conduct Unit (ECO) and the Prevention of Sexual Exploitation and Abuse and Sexual Harassment Unit (PSEAH). The Office’s main responsibilities are: 

• Overseeing the development and maintenance of a robust institutional framework for ethics and the prevention of sexual exploitation and abuse and sexual harassment, including policies aligned with international standards; 

• Providing timely guidance and advice to management and staff;  

• Delivering effective training and awareness-raising programmes;  

• Managing confidential reporting channels with appropriate protective measures for complainants and affected individuals. 

The Office plays a critical role in proactively identifying risks, developing mitigation strategies and supporting implementation. It also coordinates strategic initiatives and collaborates with internal and external partners as needed. 

Responsibilities

1. Under the direct supervision of the Senior Administrative Assistant (OEP), and in close coordination with the Chief, ECO (Ethics and Conduct Office) and the Senior Programme Coordinator for PSEAH (Prevention of Sexual Exploitation, Abuse, and Harassment) Units, the Knowledge Management and Administrative Associate will support the teams in strengthening knowledge management processes, training coordination, and administrative arrangements, including travel and logistics.

In particular, the incumbent will hold the following responsibilities:

1. Support the flow of information, organization of training activities, and provision of administrative and operational support for both offices, contributing to organizational learning and accountability objectives.

2. Support the preparation and maintenance of knowledge management systems, including drives, databases, and intranet pages.  Maintain an organized filing and document management system.

3. Assist in the collection, organization, and dissemination of learning materials, guidance notes, and training resources.

4. Maintain a tracking system of training sessions, participants, evaluations, and key outputs.

5. Assist with preparing periodic summaries of training activities, , participation statistics, and feedback results, including creating and updating simple dashboards using established templates and tools, to support reporting and knowledge sharing.

6. Contribute to the preparation of drafts of  communications and information materials related to ECO and PSEAH activities.

7. Provide logistical and administrative support for in-person, online, and hybrid trainings, workshops, and meetings.

8. Assist with training invitations, participant lists, and registration processes.

9. Liaise with facilitators, trainers, and participants to support the delivery of learning events.

10. Support post-training follow-up, feedback collection, and documentation.

11. Handle travel arrangements, including itinerary preparation, visa coordination, travel authorizations, and expense claims in line with IOM procedures.

12. Serve as the focal point for administrative communication with other IOM units, Regional Offices, and Country Offices.

13. Support coordination with external stakeholders, consultants, and vendors when required.

14. Assist in the preparation of presentations, talking points, and briefing materials for meetings or missions.

15. Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Statistics, Economics, Monitoring and Evaluation, Mathematics, Information Management or Computer Science from an accredited institution with three years of professional experience; or

• High school diploma with five years of relevant experience.

• Other diploma or certification on data science, statistics, monitoring and evaluation, or informatics is an advantage.

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

Experience

• Experience in the use and administration of learning management systems and/or learning integrated solutions and technologies.

• Experience in monitoring activities and preparing basic reports.

• Experience in data entry, database maintenance and record-keeping.

• Experience supporting data collection.

• Excellent communication skills including verbal, written and presentation skills (English).

Skills

• Good technical ability and problem-solving skills.

• Good organizational skills with the ability to collect, organize, analyse, and maintain information with attention to detail and accuracy.

• Ability to prepare basic queries, reports and summaries.

• Ability to work effectively under supervision and manage multiple tasks under pressure.

• Ability to build strong working relationships with partners and internal clients at all levels.

• Accuracy and attention to detail.

• Strong technical skills and experience with Zoom/other similar platforms (Teams, etc.) as well as Microsoft Office applications.

• Applications particularly with SharePoint, MS Excel, MS Word and MS PowerPoint.

• Possess high level of flexibility and adaptability to change.

• Intercultural awareness skills.

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 and Arabic is required.    

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

Job info