CFA: Programme Support Officer (P)
Organizational Context
Established in 1951, IOM is the leading UN agency for migration, promoting humane and orderly migration globally. It collaborates with governments and partners to save lives, protect migrants, and facilitate pathways for regular migration. IOM is committed to fostering an inclusive and supportive workplace where all employees can thrive.
Job Purpose
The Programme Support Officer will provide essential administrative and coordination support to the Ombudsperson's office (OOM). This role is crucial for the efficient functioning of OOM, ensuring smooth administrative operations, effective programme support, and seamless coordination of various activities. The position contributes to the overall mandate of IOM by supporting the office responsible for addressing workplace concerns and promoting a respectful environment, thereby enhancing the organization's ability to manage migration effectively and support people on the move.
Responsibilities
Manage administrative and logistical aspects of the Ombudsperson's office, including HR, procurement, finance, and budget processing. Coordinate and monitor administrative actions, maintaining internal records and providing budgetary reports. Support the organization of outreach activities, meetings, trainings, and global events, including preparing agendas, documentation, and minutes. Manage complex and confidential communications, correspondence, and documentation, ensuring timely and accurate responses. Maintain relationships with stakeholders and networks. Assist with planning and administrative matters for the Ombudsperson and Deputy Ombudsperson, including travel and calendar management. Develop and maintain the office's annual activity plan and quality assurance measures. Support the OOM team with programme support needs, manage communication strategies, update the SharePoint site, and oversee broadcast communications. Assist in developing training programs and outreach materials, ensuring consistent branding. Perform other assigned duties.
Work Experience
Required experience includes administrative coordination, office management, project coordination, procurement, finance, logistics, or operational support. Experience in coordinating travel, meetings, workshops, and events in diverse environments is essential. Experience supporting procurement, vendor management, and onboarding processes is necessary. Proficiency in handling confidential information with discretion is also required.
Skills
Proficiency in Microsoft Office Suite, SharePoint, virtual collaboration platforms, and Adobe Acrobat. Excellent organizational, coordination, and time management skills. Ability to handle confidential matters with discretion and sound judgment. Strong interpersonal and stakeholder engagement skills. Ability to draft clear and concise correspondence and documentation. Attention to detail and accuracy in administrative and financial processes. Proactive problem-solving and process improvement capabilities. Experience with communication and outreach material development is advantageous.