Job Description

Organizational Context and Scope

Office mandate and external engagement. The International Organization for Migration (IOM) Office at the United Nations in New York (IOM-UN Office) is responsible for maintaining and strengthening IOM's external relations with Member States, the United Nations (UN) system and non-governmental organizations. It supports this mandate by improving understanding of migration issues, facilitating international policy dialogue on migration, and representing IOM in conferences, meetings and seminars.
The Strategy and External Engagement Pillar hosts the NY liaison Office and works to promote Senior Leadership strategic engagement in UN meetings and relevant UN processes. Under the direct supervision of the Deputy Director, the Coordination and Planning Officer will provide overall coordination and planning support to the IOM-UN Office's engagement and outreach efforts accordingly.

Responsibilities

1. Liaise directly with the Executive Office (EO) counterparts to ensure efficient coordination of meeting agenda, preparation of meeting materials and effective planning for other related engagements during official travel to New York by the Senior Leadership Team.
2. Coordinate the preparations of background documents related to Senior Leadership engagements in concert with the Regional Desk Officers, Regional and Country Offices, where applicable, ensuring timely and coherent inputs.
3. Coordinate with the EO and UN Secretariat attendance by the Senior Leadership Team on relevant Executive/Deputies Committee (EC/DC) and Senior Management Group (SMG) meetings and liaise with relevant Departments at HQ to coordinate the preparation and consolidation of all relevant background documents, including talking points.
4. Liaise with the administrative officer to plan and schedule meetings for the Directors and when requested. Coordinate the preparation of related Talking Points and briefing materials with relevant officials at regional and country level for this purpose.
5. Contribute to knowledge management by ensuring that information and documentation related to senior leadership engagements are systematically maintained and readily accessible, in line with organizational requirements and the Knowledge Management Strategy [redacted].
6. Coordinate the maintenance of records of all relevant official engagements such as note to file by the Leadership Team specific to IOM-UN, record of staff meeting minutes and follow-up. Circulate EC/DC Meeting Summaries to the Executive Office when received.
7. Accompany the Director to bilateral meetings and document key discussion points, decisions and follow-up actions, ensuring that relevant records are available on share point when applicable.
8. Serves as office focal point for SRD on Institutional Workplan requirements in liaison with the Deputy Director. Coordinate and facilitate team inputs and follow up as part of the monitoring and evaluation needs on a quarterly basis. Referring to the Strategic Results Framework, to support the IOM-UN office results-based reporting, foresight, risk analysis, and planning.
9. In liaison with the teams and Deputy Director, serve as the primary focal point for coordinating and monitoring the implementation of the annual Global Organizational and Policy and Advocacy priorities with guidance from Headquarters.
10. Coordinate input from the teams on the preparation of annual calendar of events to support the overall office planning and coordination, to guide SEE and IOM's overall engagement in UN events and processes.
11. Coordinate and consolidate related inputs for the preparation of SG reports and other reporting requirements when that is shared by the UN Secretariat, ensuring timely submission and appropriate follow-up.
12. Work with relevant teams to ensure effective and efficient coordination of the Senior Leadership engagements for regular events such as the UN General Assembly, participation at the Commission on the Status of Women, High Level Political Forum for instance
13. Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Master's degree in Law, Political Science, International Relations, Social Sciences, or a related field from an accredited academic institution with five years of relevant professional experience;
• 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

• Experience in coordinating and have an established network with UN Permanent Missions based in New York;
• Experience at an international level with specialized international agencies (United Nations Agencies, International Organizations, and International Non-Government Organizations) is required;
• Experience serving as an institutional liaison focal point, including tracking and reporting on developments and discussions, representing institutional interests, and providing timely reporting to relevant internal stakeholders;
• Experience in organized collaboration and communication with colleagues operating in diverse contexts, across multiple time-zones, and functional areas required;
• Experience in coordinating Executive leadership meetings and facilitating attendance at high level meetings and conferences;
• Experience in organizational planning, good understanding of logistical requirements when facilitating programme of work for Senior Leadership;
• Excellent drafting and communications skills;
• Experience in member state liaison and engagements and good understating of UN intergovernmental processes.

Skills

• Good communication skills and ability to speak another UN official language is desirable Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage;
• Familiarity with liaison and outreach strategies at different levels and with a variety of stakeholders;
• Familiarity with collection and analysis of information concerning major political and socio-economic overviews that fall within the mandate of UN-IOM office;
• Knowledge of UN system and intergovernmental processes including the UN Security Council;
  Managing high level meetings and the ability to work in high pressure environment and meeting deadlines.

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 - 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.

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.