Applications are welcome from internal and external candidates. 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, internal candidates are considered first-tier candidates. ย Context
The Office of Legal Affairs (LEG) provides legal advice to the Director General, the Deputy Directors General, the regional offices, country offices, and other departments and offices of the Organization.ย The Office provides support to ensure that the activities and operations of the Organization are carried out in accordance with the legal framework governing IOM, including the IOM Constitution, decisions of the governing bodies of IOM, the Unified Staff Regulations and Rules, the Financial Regulations and Rules, IOM instructions and international law.ย
The Office of Legal Affairs is comprised of the Office of the Legal Counsel and three Divisions (the Contracts Law Division (LEGCR), the General and Administrative Law Division (LEGGL), the Institutional Law and Programme Support Division (LEGPS)) and the Regional Legal Hubs.ย The Regional Legal Hubs will address the legal matters that arise in their respective Region, in coordination with the three Divisions of the Department.
Under the overall supervision of the Deputy Director of the Office of Legal Affairs (LEG) and direct supervision of the Senior Legal Officer; and, in close coordination with the Senior Legal Assistant in Headquarters, the successful candidate will provide administrative support services and assistance to the Regional Legal Hub and the Office of Legal Affairs in Headquarters.
- Provide administrative and secretarial support to the Regional Legal Hub and the Office of Legal Affairs in Headquarters, including preparation and follow-up actions related to meetings and travel (travel authorizations, flight and hotel reservations, travel claims), organizing conference calls, participating in meetings and preparing minutes.
- Support the Regional Legal Hub and the Office of Legal Affairs in Headquarters, in coordination with the Senior Legal Assistant, with its internal knowledge management and archiving systems to ensure consistency and continuity in providing legal advice, including maintaining the electronic and hard copy files and records.ย
- Assist the Senior Legal Assistant with the maintenance of the Office of Legal Affairs intranet/internet pages, the access and retrieval of information and records from relevant departmental databases.ย
- Assist in editing, proofreading and finalizing official notes verbales, correspondence, legal and other documents for signature and approval.
- Receive all incoming requests and queries addressed to the Regional Legal Hub and provide assistance in monitoring other departmental mailboxes, as needed.
- Perform such other duties as may be required. Education
- University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience; or,
- Completed High School/Secondary school education with five years of relevant professional experience.Accredited Universities are those listed in the UNESCO World Higher Education Database.ย Experience
- A minimum of three years (five years for completed high school/ secondary school education) of relevant demonstrated professional experience;
- Experience in procurement processes;
- Experience in organizing conferences and events;ย
- Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable;
- Experience dealing with deadlines and confidential information;
- Experience in research and preparation/formatting of legal documents is desirable;
- Experience dealing with high-level counterparts and diplomatic missions would be an advantage; and,
- Knowledge of and work experience in IOMโs administrative procedures are desirable.Skills
- Proficiency in electronic research of documents and legal materials;
- Advanced knowledge of computer programmes (e.g. MS Office applications such as Word,Excel, SharePoint, etc.) and filing systems; and,
- Editing skills in English, French and/or Spanish would be an advantage.Languages
- For all applicants, fluency in English and Spanish is required (oral and written).ย
- Working knowledge of French is an advantage.IOMโs official languages are English, French and Spanish.Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.ย Required Competenciesย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process.ย Values - all IOM staff members must abide by and demonstrate these three 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 โ behavioural indicators (Level 1)
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.