Coordination and Support Officer (Executive Office) (P)

International Organization for Migration; Lavamünd; Vor Ort; EUR 65.000 - 75.000; Vollzeit

Zusammenfassung

International Organization for Migration in Vienna is seeking a skilled executive assistant to support the DG’s Special Advisor. You will help coordinate travel, prepare materials for high‑level engagements, and ensure timely follow‑ups across departments and partners.

The role requires a Master’s degree or equivalent, five to seven years of international relations or public administration experience, and outstanding writing and organizational skills.

Qualifikationen

• Master's degree in Political Science or related field with five years of relevant experience.
• University Degree with seven years of relevant professional experience.
• Excellent writing and communication skills.
• Sound knowledge of migration issues.
• Ability to collaborate with staff and stakeholders at various levels.

Aufgaben

• Support the DG’s Special Advisor and assist in governance tasks.
• Follow up on matters delegated by the DG’s Special Advisor.
• Coordinate DG’s external engagements and prepare materials.
• Provide analysis to support DG decision‑making.
• Coordinate with HQ, Regional Offices (ROs) and Country Offices (COs) across IOM.

Kenntnisse

Migration knowledge

Collaboration

Communication

Analytical thinking

Organizational skills

Ausbildung

Master's degree in Political Science / related field

University degree +7 years experience

Jobbeschreibung

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 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 IOM Member States that are not represented among staff members in the Professional and higher categories: Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Seychelles, Solomon Islands, Suriname, Timor-Leste, Tonga, Trinidad and Tobago, Tuvalu, Vanuatu

Second tier candidates include:
All external candidates, except candidates from non-represented member states of IOM.

Organizational Context and Scope

The Executive Office (EO) is International Organization for Migrations’ (IOM) central hub for leadership, coordination, and strategic direction. It ensures that IOM’s Leadership Team, led by the Director General, is fully enabled to provide effective and coherent leadership across all aspects of IOM’s mandate.

Led by the Executive Office Director, the EO provides the Director General with direct and comprehensive support to lead IOM internally and represent the Organization externally. This includes strategic agenda‑setting, coordination of briefings and workflows, and support for high‑level meetings, events, and travel. The EO serves as the secretariat for the Leadership Team, Senior Management Team, and cross‑pillar task forces, and supports leadership decision‑making, follow‑up, and implementation monitoring. Through close coordination across IOM’s leadership ecosystem, the EO helps ensure alignment, shared priorities, and coherence across the Organization.

By enabling daily collaboration and information‑sharing among senior leaders and their teams, the EO supports the Director General and Leadership Team in defining and advancing strategic priorities aligned with the IOM Strategic Plan, helping to ensure unity of purpose and a consistent, organization‑wide approach to IOM’s global mission.

The Director General (DG) of the International Organization for Migration (IOM) is elected by the Council for a five‑year term. The DG exercises constitutional authority to manage the Organization and carry out activities within its mandate by formulating coherent policies and ensuring that programme development is consistent with strategic priorities. The DG appoints two Deputy Directors General, a Chief of Staff and a Senior Director for Strategy and External Engagement for the duration of the term.

The Coordination and Support Officer, under the direct supervision of the Special Adviser to the DG will support the preparation and coordination of matters related to the DG’s travel, coordination, policy and management functions.

Responsibilities

1. Work closely with and provide support to the DG’s Special Advisor in the accomplishment of the DG’s
2. Support on the prompt, effective follow‑up on all matters delegated by the DG’s Special Advisor.
3. Support the coordination and implementation of the workflow underpinning the DG's external engagements, facilitating timely tasking, preparation, and clearance.
4. Support the DG’s Special Advisor in the review of materials supporting the DG’s external engagements, including public remarks, talking points, travel materials, presentations, and media briefs.
5. Provide organizational, operational and substantive analysis and context in support of the DG’s decision‑making, under the guidance of the DG’s Special Advisor and in close coordination with the Chief of Staff, Executive Office Director, and the Executive Assistant to the Director General.
6. Coordinate with HQ, Regional Offices (ROs) and Country Offices (COs) colleagues to communicate, advance and support the delivery of DG requests, priorities, and engagements as requested by the Special Advisor.
7. Support the implementation and consistent application of Executive Office (EO) policies, processes, and resources across EO principals, special advisors and assistants, and executive support.
8. Accompany the DG on engagements as requested; take notes, disseminate, and follow up on action points as requested.
9. Support the DG’s Special Advisor in the planning, coordination and implementation of ad‑hoc special projects or events in support of the DG priorities, as requested.
10. Contribute to the development and implementation of guidance and training for IOM staff on EO processes, requirements and expectations.
11. Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Master's degree in Political Science, Social Science, Law, International Relations, Public Relations, Journalism or a 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.

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

Experience

• Master's degree in Political Science, Social Science, Law, International Relations, Public Relations, Journalism or a 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.
  

Skills

• Sound knowledge of migration issues; knowledge of IOM institutions an advantage;
• Proven ability to collaborate with staff and stakeholders at various levels;
• Excellent communication and writing skills;
• Ability to analyse complex problems and rapidly identify and convey clear solutions; and,
• Excellent organizational skills in both digital and physical fora.
  

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.

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

• 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

• 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 will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to all clearances, including medical and security as well as accreditation, any residency or visa requirements. 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, harassment, sexual harassment, abuse of authority and any forms of discrimination. IOM is committed to promote the protection and safeguarding of all children.

IOM conducts reference checks and background verification, including through system wide databases such as ClearCheck, to help ensure that candidates have no record of misconduct, including on sexual harassment, sexual exploitation and abuse, or fraud. Candidates are expected to uphold these standards and principles at all times.

IOM does not charge any fees at any stage of the recruitment process—whether for application, interview, processing, training, or otherwise—and does not request any information related to bank accounts.