Administrative Officer (Staff Support) At International Organization for Migration

Position Title: Administrative Officer (Staff Support)

Duty Station: Doha, Qatar

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: 29 October 2023

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; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; 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; Solomon Islands; Suriname;

The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu

Second-tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Head of Office – Camp As Sayliyah (CAS) and the direct supervision of the Head of Resources Management, and in close coordination with the Office of the Chief of Mission in the IOM Qatar Country Office, the Administrative Officer (Staff Support) will be responsible for supervising and coordinating the administrative tasks within the CAS. The Administrative Officer (Staff Support) will carry-out the following duties:

• Administratively assisting staff obtaining Qatar IDs;
• Processing activities for the issuance of Visas for new incoming staff;
• Providing reports to the CAS SMT on status of administrative requests;
• Supervising the Administrative team to facilitate attendance and onboarding of new staff.

Core Functions / Responsibilities:

1. Supervise the work and staff of the Staff Support Unit, including the processing of large and diversified correspondence and documentation, often of confidential and sensitive nature; ensure appropriate information management including proper routing, filing, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention.
2. Supervise the PR team responsible for Visa and Residency permits Qatar ID (QID) applications and extensions for CAS staff and their families, including QID transfers from other employers.
3. Maintain the tracking tool showing the status of all administrative tasks/assignments and provide it to Camp As Sayliyah, Senior Management Team (CAS SMT). Track and follow up on the status of different requests on both weekly and monthly basis.
4. Ensure timely processing and tracking of driving licenses, attestation of documents in Qatar, and issuance of support letters (bank, car purchase, etc.).
5. Draft and/or produce documents, reports, and presentations as directed by CAS officials.
6. Monitor the monthly Attendance reports in close coordination with CAS HR unit, organizing Induction for newcomers and coordinating with ICT on the issuance of IOM CAS ID cards.
7. Organize high-level meetings, finalize agendas and invitations, ensure fast production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
8. Recommend and/or implement internal procedures and tracking systems for correspondence and documents; check that work is done in accordance with corporate standards; monitor and report on work progress.
9. Consolidate questions from staff members, and in close coordination with the relevant units, draft responses to written inquiries and to non-routine questions; on behalf of the supervisor, coordinate responses to sensitive enquiries with relevant heads of units.
10. Initiate, coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics, etc.) in IOM’s computerized systems.
11. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree preferably in Business Administration, Accounting, 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 with the United Nations, Non-Governmental Organizations (NGOs), or Government;
• Demonstrated knowledge of IOM organizational structures, programmes and operations;
• Knowledge of relevant financial discipline and monitoring of large size project budget; and,
• Experience operating Enterprise Resource Planning (ERP) (e.g. SAP, Oracle, Workday, etc.).

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, Outlook, Teams and SharePoint;
• Pays attention to detail, and is able to organize paperwork methodically;
• Discreet and client-oriented; and,
• Ability to learn new processes and procedures quickly.

Languages

IOM’s official languages are English, French, and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of any other UN 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.

Notes

1 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.

Managerial Competencies – behavioural indicators level 2

• 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. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

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