Job Description
Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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
Under the general supervision of the Chief of Mission and the direct supervision of the Head of Operations, the Project Associate (Data Management) supports the integrity, quality and availability of operational and programme data; maintains and improves databases, reporting tools and automized workflows; prepares statistics and analytical outputs; and provides technical guidance to users within the assigned area of responsibility.
The International Organization for Migration (IOM) Country Office for Austria implements operational and programme activities that require reliable, timely and secure information for case management, monitoring, reporting and decision-making. The Operations Unit manages data relating to migrant assistance and movement processes and works with programme, resource management (RMU) and information and communications technology (ICT) colleagues to ensure that operational information is handled in accordance with applicable IOM rules, instructions, data protection requirements and standard operating procedures.
Responsibilities
Maintain assigned operational and programme databases, trackers and information-management tools, ensuring that records are complete, accurate, consistent, timely and traceable.
Conduct regular data-quality checks, validation and reconciliation exercises; identify missing, duplicate or inconsistent records; document findings; and follow up with relevant colleagues on required corrections.
Monitor the integrity of data throughout entry, transfer, storage, reporting and archiving processes, and immediately flag significant data-quality, confidentiality or compliance issues to the supervisor.
Compile and support analysis of operational and programme data and produce regular and ad hoc statistics, dashboards, data visualizations, summaries and reports for internal management, project monitoring and authorized reporting purposes.
Identify trends, anomalies and noteworthy developments in assigned datasets and their operational relevance and submit findings and suggested follow-up actions for the supervisor's consideration.
Support the design, testing, implementation, maintenance and continuous improvement of databases, data-collection tools, reporting solutions and system interfaces, in coordination with relevant users and technical counterparts.
Gather and document user requirements, map data flows and business processes, maintain system and field documentation, and contribute practical recommendations for improved functionality, usability and data quality.
Develop and maintain approved automated workflows, templates, and digital tools that reduce repetitive manual processing and improve the timeliness and reliability of outputs.
Provide first-line user support for assigned systems and tools; register and analyse recurring issues; coordinate escalation where required; and maintain user guidance and troubleshooting documentation.
Draft and update standard operating procedures, work instructions, process maps and quality-control tools related to data management and reporting, for review and approval by the responsible supervisor.
Provide training, demonstrations and peer guidance to colleagues and interns on approved data-management procedures, reporting tools, data-quality standards and the appropriate handling of sensitive and personal data.
Coordinate, within the delegated scope, with IOM units and institutional counterparts on complex operational data issues; monitor agreed data-related deliverables and promptly refer matters requiring decisions or corrective action to the supervisor.
Maintain confidentiality and integrity of records and ensure that access, sharing, retention and disposal of information are carried out in accordance with IOM policies, instructions, standards of conduct and applicable data-protection requirements.
Keep abreast of relevant developments in data management, statistics, business intelligence and process automation; share relevant information with colleagues and contribute ideas for new or improved tools and work processes.
Perform such other related duties as may be assigned.
Qualifications
Required Qualifications and Experience
Education
High school diploma with five years of relevant professional experience; or
Bachelor's degree in Information Management, Data Management, Statistics, Computer Science, Information Systems, Business Analytics, Social Sciences or a related field from an accredited academic institution with three years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
Experience in maintaining databases, data-collection tools, trackers or case-management systems.
Experience in data-quality assurance, data validation, reconciliation and preparation of statistical or analytical reports.
Experience in documenting business processes, system requirements, standard operating procedures or user guidance.
Experience in developing or maintaining dashboards, automated workflows, digital forms or comparable process-improvement solutions is an advantage.
Experience in providing user support or training on data systems and reporting tools.
Experience in handling sensitive information and personal data in accordance with confidentiality and data-protection requirements.
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Previous experience in an international organization, public administration, migration-related programme or operational environment is an advantage.
Skills
Strong analytical, numerical and problem-solving skills, with demonstrated attention to detail.
Good knowledge of spreadsheet, database, reporting and data-visualization tools; knowledge of Microsoft Excel, Power BI, SharePoint, Power Automate, SQL or comparable tools is an advantage.
Ability to translate operational needs into clear data requirements, practical workflows and user-friendly tools.
Ability to organize work, manage competing priorities and deliver accurate outputs within established deadlines and with limited supervision.
Strong drafting, documentation, interpersonal and communication 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 advanced German are required (oral and written).
Working knowledge of another official UN language (Arabic, Chinese, French, Russian or 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.
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.
Managerial Competencies – behavioural indicators Level 2, if with direct reports
- 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.
Notes
Classification: Grade G5 - Full-Time; 39.3h/week
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
Contract Type: Fixed-term (1 year with possibility of extension)Initial Contract Duration: One year
Org Type: Country Office
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No