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 first- and second-tier 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, Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Lao People's Democratic Republic, Madagascar, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Solomon Islands, Suriname, Tonga, Tuvalu, Vanuatu

Second-tier candidates include:

All external candidates, except candidates from non-represented member states of IOM, and female candidates.

Context:

Under the overall supervision of the Senior Director, Strategy & External Engagement (SEE) and direct supervision of the Head, Member State and Stakeholder Engagement Division, the Head, Governing Bodies Secretariat will be responsible and accountable for the overall management of the activities of the IOM Governing Bodies Secretariat (GBS), in particular for all aspects of the organization and follow-up of formal governing body sessions and related informal consultations and working groups.

Direct and ensure the smooth running of the Governing Bodies Secretariat, including editorial, translation, and logistical teams, permanent and temporary.
Develop and coordinate the annual calendar of Governing Bodies meetings, aligning with IOM Headquarter’s ( HQ) multilateral schedule and organizational priorities.
Contribute to developing the Administration’s overall planning for engagement with and through the Governing Bodies, and ensure effective liaison with relevant Member States to this end.
Oversee logistical planning for in‑person and virtual meetings across various conference facilities
Manage and supervise on-site and online meetings, including room and technical set-up, registration of participants, supervision of proceedings, registration and log of speakers, liaison with the podium, provision of statements to interpreters, and liaison with conference centre staff on any emerging issues during meetings.
Manage the documents production schedule for Governing Bodies meetings and ensure timely submission.
Supervise the processing of all Governing Bodies documents in English/French/Spanish at every stage of production.
Ensure that appropriate records are kept of the Governing Bodies meetings. Ensure prompt publication of Governing Bodies documents on the IOM webpage and their dissemination to Member States.
Provide expert support and guidance to the report writers with the drafting of reports on Governing bodies meetings and coordinate and finalize the reports.
Coordinate the preparation of agendas and annotated agendas for the Governing bodies meetings.
Prepare scenarios for all Chairpersons of Governing Bodies meetings including the Council, SCPF, Working Groups, preparatory meetings and any other related meeting, and brief them as appropriate prior to the sessions.
Prepare/coordinate scenarios with inputs from relevant teams for IOM's leadership regarding all Governing Bodies' meetings and brief them as appropriate prior to the sessions.
Liaise with delegations about preparations and procedures related to Governing Bodies sessions. Assist delegations and liaise with Conference Centre's administration on any emerging problem during Governing Bodies meetings.
Provide guidance and advice to other departments/units in the organization of meetings/conferences.
Prepare and monitor the GBS budget; verify/approve invoices for expenses related to formal Governing Bodies sessions, informal consultations and working groups.
Perform such other duties as may be assigned.

Required Qualifications and Experience

Education:

Master’s degree in Political or Social Sciences, International Relations, Law, Business Administration, Migration Studies, or a related field from an accredited academic institution with seven years of relevant professional experience; or
University degree in the above fields with nine years of relevant professional experience.

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

Experience:

Eight years of international experience, including with an international organization organizing international conferences and events, overseeing document production and dissemination, liaising with Member States and with front offices, providing legal and procedural advice;
Proven experience in governance processes, institutional coordination, or supporting formal governing bodies structures;
Experience leading teams, coordinating cross functional work, or providing oversight at HQ or regional level;
Demonstrated experience in international relations, diplomacy, migration policy, or multilateral processes, including participation in high level international meetings; and,
Experience preparing analytical briefs, policy inputs, and strategic advice for senior leadership.

Skils:

Familiarity with UN structures and editorial practices; and,
Knowledge of protocol as well as tact, diplomacy and discretion in dealing with representatives of Member States.

Language:

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 is required (oral and written).

Working knowledge of French and/or Spanish is highly desirable, and working knowledge of another official UN language (Arabic, Chinese, or Russian) 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 three 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 3

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 3

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:

Internationally recruited professional staff are required to be mobile. 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 endorsed by the Appointments and Postings Board 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.
Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.
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.
Only shortlisted candidates will be contacted.