Publications Assistant

Position Title: Publications Assistant

Job Code: VN 2024 08 (GS)

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G4

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 26 May 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Head, Migration Research Division (MRD) & Editor, World

Migration Report and direct supervision of the Senior Publications Specialist and working in the Migration Research and Publications Division in the Department of Data, Insight and Policy Coordination, the Publications Assistant will be responsible and accountable for supporting the work of the Publications Unit with a special emphasis on administrative tasks, including communications with Country Offices and the Publications Unit (PUB) staff based at the Manila Administrative Centre (MAC) and with limited promotional and editorial tasks.

Core Functions / Responsibilities:

Administrative and publication tasks

1. Maintain the pipeline up-to-date, assign the corresponding reference number by processing the Publications Service Request forms, and allocate the job to a reviewer.
2. Maintain the unit’s electronic filing system and orderly storage of publications for historical purposes.
3. E-Keep the inventory up-to-date, by frequently cross-checking published reports.
4. Prepare Purchase Requisitions, Purchase Orders, and Payment Requests for the Unit, liaise with the different units as necessary.
5. Maintain the Publications’ external roster.
6. Liaise with mail room colleagues in case of publications to be shipped.
7. Assist in the coordination procedures with accredited Printing Companies, while adhering to internal procurement procedures.
8. Participate in PUB video conferences, Administrative Assistants’ meetings, and other meetings as required.
9. Provide office, administrative, and logistics support to meetings, committees, conferences, etc.
10. Review, record, distribute, and process incoming mail and correspondence; follow up on pending actions. Redirect queries when necessary and facilitate contacts as required.
11. Check and update PUB TEAMS group and SharePoint page as needed.

Publications Platform

1. Cross-check the platform with the inventory to ensure consistency.
2. Provide technical assistance as required on publication processes. Check recent uploads on the publications platform to fix any unforeseen issues.
3. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Journalism, Communications, Business Administration, Information studies or a related field from an accredited academic institution with two years of relevant experience; or
• Completed High school / Secondary school education with four years of relevant experience.

Experience

• Experience in administration and/or publications, preferably in another international organization.
• Demonstrated computer literacy, especially with Microsoft Office and Internet browsers.

Skills

• High attention to detail;
• Excellent drafting skills in English and French;
• Good interpersonal skills ensuring smooth collaboration and interaction with colleagues from different backgrounds in a highly multicultural environment;
• Excellent organizational skills with ability to prioritize tasks and work independently; and,
• Knowledge of Creative Studio Suite, in particular Adobe Acrobat, research databases such as Google scholar and other open-access databases such as Creative Commons, would be an advantage.

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 and French is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, 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.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

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 1

• 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 1

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

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 departments. 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.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time in Geneva, Switzerland on the respective closing date. No late applications will be accepted.