Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
Under the direct supervision of the National Pension Administration Officer and overall supervision of the Head of Pension Administration Unit, the successful candidate will provide administrative support to the Pension Administration Unit, including but not limited to general organisation of the pension administration office, support the pension interface processes, reporting and monitoring of transmission errors, and clerical support with the administration of the HR and Finance interface project.
- Review and resolve UNJSPF (UN Joint Staff Pension Fund) transmission errors by collaborating the issues on incomplete or missing data with the responsible stakeholders (e.g. PRISM or mission HR/Finance focal persons).
- Coordinate with UNJSPF participants and HR Personnel Administrators in obtaining, collating, verifying participant’s record vis-à-vis HR and UNJSPF data to ensure accuracy of data.
- Provide periodic reports on completed and pending transmission issues including tracking errors from the UNJSPF transmissions and other tasks at hand to supervisor.
- Perform assigned role(s) in the systems, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; generate reports, and other related documentation.
- Maintain orderly pension files of participants and separated staff, instructions, bulletins and other documents in the Pension Administration Unit (electronic and/or hard copies).
- Contribute to the retrieval, drafting and formatting of reports, letters, notes and other Pension-related correspondence as directed by supervisor.
- Provide general assistance in circulation of pension announcements, preparation of materials necessary for presentations and sending out messages to participants, etc.
- Respond to basic queries of participants.
- First tier in reviewing the Separation Clearance Statements (SCS).
- Provide support in organizing unit meetings, presentation activities and other Pension events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
- Perform other related duties as assigned.
- University degree in Business Administration, Human Resources, Management or a related field from an accredited academic institution, with two-year relevant professional experience; or
- Completed High School/Secondary education with four years of relevant professional experience.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
Interested applicants may send their applications to email@example.com no later than 22 March 2023. VN Number and Position Title (VN 035/2023 – Pension Administration Assistant) should be specified in the SUBJECT field.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted and an offer will be made following the confirmation of funding.