Regional Coordination and Support Officer At International Organization for Migration

Position Title: Regional Coordination and Support Officer

Duty Station: Geneva, Switzerland

Classification: Professional Staff, Grade P3

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

Estimated Start Date: As soon as possible

Closing Date: 03 September 2024

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; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Latvia; Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

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

Context:

Under the overall supervision of the Deputy Chief of Staff and the direct supervision of the Chief of the Regional Coordination and Support Unit (RSCU), the Regional Coordination and Support Officer will provide substantive support and advice on a daily basis to the Executive Office (EO) and Regional Offices (ROs).

The RSCU helps build cohesion across the regional structure of IOM and facilitates the work of ROs in fulfilling their oversight and technical responsibilities for efficiently and effectively managing IOM’s field operations. The RSCU deals with cross-functional requests related to the regions and COs, providing support and guidance as required, including channeling issues for resolution to the appropriate functions at Headquarters (HQ). The Office has convening power for different HQ structures to follow up on requests from the field in coordination with the relevant DDGs. It also identifies opportunities to enhance coordination and collaboration between HQ/ ROs/ Country Offices (COs) and between regions, ensuring that HQ does not impose excessive burdens on the field. The Office monitors the timely implementation of key recommendations provided by the Chief of Staff and independent oversight offices.

Core Functions / Responsibilities:

1. Support the Chief of RSCU by developing and/or coordinating the compilation of required background documents for external and internal meetings related to ROs.
2. Provide substantive support and inputs for the development and implementation of along-term plan to enhance coordination between HQ, ROs, and COs, aligned with the overall managerial and operational goals of IOM.
3. Upon direction of the Chief of RSCU, prepare and maintain an overview of the implementation of operational priorities of the ROs, especially at the project level. Provide regular updates and overviews of RO priorities and implementation of the workplans and regional strategies. Conduct periodic analyses to identify pain points and potential areas for improved effectiveness and efficiency of ROs’ implementation of the regional strategic plans, as a minimum aligned with the annual core programme and budget cycles. Prepare townhall meetings held by the Chief of Staff and Deputy Chief of Staff, including scheduling and content preparation and after-action reviews.
4. Ensure support for the preparation of the senior leadership team to ROs, especially the yearly regional policy coordination meetings.
5. As delegated by the Chief of the RSCU, take the lead on developing guidance documents for the functioning of the RO ecosystem, including through leading and developing of consultations with Chief of Missions, Project Managers, ROs and HQ entities.
6. Ensure the maintenance of clear oversight of the regular conversations and action points between Chief of Staff and Regional Directors, ensuring calls are scheduled regularly and action points are recorded in coordination with the EO Administrative Team.
7. Prepare and follow up on the monthly Regional Directors-Chief of Staff coordination calls, ensure agenda items are consulted and consolidated and notes taken are circulated and adequately filed. Maintain a log of the decided action points, and flag or advise on any issues arising.
8. Coordinate or facilitate regular meetings between the Global Offices and the ROs to identify issues to be raised and addressed in a timely manner.
9. Prepare and/or support the development of Talking Points for travel of the Chief of Staff or Deputy Chief of Staff in close coordination with the desk officers.
10. Ensure the provision of logistics support to visiting senior management from ROs and COs and act as main focal point to enable their visits in HQ.
11. As delegated by the Chief of the RSCU, lead the follow up and liaison with HQ units on arising issues, ensuring resolution of situations in agreed timeframes.
12. Ensure the development and maintenance of a clear and up to date monitoring system for all issues under tracking of the RSCU and flag or advise on any delays to the Chief of RSCU in a timely manner.
13. Establish key performance indicators to measure the satisfaction of ROs and COs with their relationship with the RSCU and other HQ services. Monitor and assess the success of regional coordination initiatives at the HQ, ROs, and COs levels.
14. Substantively contribute to the regular updating of the work of the RSCU to the ROs as well as the leadership team and the senior management team as needed.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Masters degree in Political or Social Sciences, Migration Studies, International Relations, Development Studies, Law, Public Administration or related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven years of relevant professional experience.

Experience

• At least five years (seven years for Bachelor’s degree holders) of relevant professional experience in Project Support and Coordination in a fast paced high pressure environment;
• Prior experience working in Regional and Country offices preferable;
• Experience in non-OECD (Organisation for Economic Co-operation and Development) countries a distinct advantage;
• Experience with agenda setting, high level presentations, document review;
• Working experience in country and ROs, ideally in various roles; and,
• Knowledge and experience in policy development and research is an advantage.

Skills

• Good understanding diplomatic protocols;
• Excellent writing and presentation skills;
• Remaining calm and solution focused in complex situations;
• Good understanding of the IOM ROs ecosystem and link to COs;
• Excellent organizational skills, with proven track record of maintaining oversight of multiple work streams in parallel;
• Excellent communication and negotiation skills;
• Demonstrated ability to work independently against tight deadlines; and,
• Proficiency in layout and design of documents an advantage.

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

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.pdf

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.