Publications Assistant

vor 2 Wochen

Geneve, Schweiz International Organization for Migration Vollzeit

Position Title**: Publications Assistant**
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.

**_ 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 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**

12. Cross check the platform with the inventory to ensure consistency.

13. Provide technical assistance as required on publication processes. Check recent uploads
on the publications platform to fix any unforeseen issues.

14. 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**

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database

**_ 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.
- **Profess

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