CFA: Programme Support Officer (P)

IOM; Genf; Vor Ort; CHF 75.000 - 110.000; Vollzeit

Zusammenfassung

IOM in Geneva is seeking a Programme Support Officer to provide essential administrative and coordination support to the Ombudsperson's office. The role ensures smooth operations and effective programme delivery.

You will manage HR, procurement, finance, and budget processes, organize meetings and events, handle confidential communications, and develop the office's annual activity plan while maintaining branding and SharePoint updates.

English and French required; Arabic and Russian desirable.

Qualifikationen

• Bachelor’s degree in Administration, HR, Behavioural Sciences, Conflict Resolution, Law, or related field; 2 years of relevant experience.
• Alternatively, a university degree in the same fields with 4 years of relevant experience.
• Accredited universities are those listed in UNESCO World Higher Education Database.

Aufgaben

• 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 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.

Kenntnisse

Microsoft Office

SharePoint

Communication skills

Time management

Stakeholder engagement

Drafting correspondence

Discretion with confidential info

Ausbildung

Bachelor's degree in Administration, HR, Behavioural Sciences, Conflict Resolution, Law, or related field

Tools

SharePoint

Adobe Acrobat

Microsoft Teams

Jobbeschreibung

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.

Education:

A Bachelor's degree in Administration, Human Resources, Behavioural Sciences, Conflict Resolution, Law, or a related field is required, with two years of relevant professional experience. Alternatively, a university degree in the same fields with four years of relevant professional experience is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database.

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.

Required languages:

English, French, Spanish

Desired languages:

Arabic, Russian