IOM Deputy Director General for Management and Reform ad interim

The Deputy Director General for Management and Reform ad interim, Irena Vojáčková-Sollorano, directly supervises the Gender and Diversity Unit; the Prevention of and Response to Sexual Exploitation and Abuse and Sexual Harassment Unit; the Office of Staff Security; the Office of Ethics and Conduct; the Environmental Sustainability Unit; the Headquarters Building Unit; and the Occupational Health Unit. The Deputy Director General for Management and Reform also oversees the following organizational structures: the Department of Financial and Administrative Management; the Department of Human Resources Management; the Department of Information and Communications Technology; the Department of Legal Affairs; and the Manila and Panama Administrative Centres.  

Department of Financial and Administrative Management

The Department of Financial and Administrative Management is responsible for establishing and implementing the financial and administrative policies required by the Organization to carry out its activities efficiently. The Department establishes and executes policies to ensure sound financial and administrative management; formulates financial and budgetary proposals for dissemination to internal and external stakeholders; and assists the Director General in making overall management decisions.

The Department’s objectives are to: (a) be responsive to the needs of operations and field offices, with a focus on cash flow management, financial planning, financial reporting, procurement and supply chain management, and internal controls to ensure that financial resources are applied in an economical, effective and efficient manner consistent with the Organization’s mandate, strategy and programme objectives; (b) establish appropriate and relevant policies, instructions and guidelines; and (c) maintain regular dialogue to ensure Member States are informed of and kept up to date on key administrative, budget and financial issues and the Organization’s financial performance and financial position.

The Department is active in a number of working groups within the United Nations system on diverse topics related to financial and administrative matters. These working groups, which cover many specialized areas related to financial and management matters, support ongoing efforts to bring coherence to the work of United Nations agencies in order to facilitate comparability and also to achieve efficiencies through joint initiatives.

Finance and Accounting Division

The Finance and Accounting Division is responsible for monitoring, analysing and reporting on the financial position and financial performance of the Organization. The Division oversees the accounting, financial controlling and financial reporting processes of IOM. The Division prepares key financial statements and reports on the financial position and performance of the Organization in compliance with IOM’s statutory financial reporting regulations, including the IOM Financial Regulations and the International Public Sector Accounting Standards (IPSAS), and reports on IOM’s annual financial results to the United Nations following the applicable United Nations standards. The Division also develops and regularly updates IOM’s financial management rules and procedures; provides financial advisory services to IOM management and country and regional offices on financial controls, financial risks, financial conditions in legal agreements, donor financial reporting and other related topics; and develops new financial and accounting approaches in response to emerging operational needs. The Division is also in charge of the financial master data structures, data flows and financial processes within IOM’s enterprise resource planning system (PRISM); is the institutional focal point for the IOM External Auditor and for financial matters with the United Nations; and hosts the team managing the IOM data publishing process on the International Aid Transparency Initiative (IATI) platform.

Budget Division

The Budget Division is responsible for preparing the Organization’s annual Programme and Budget and related documents, provides advice on budgetary matters and establishes guidelines and procedures for preparing field office and project budgets. The Division provides guidance in ensuring that all institutional requirements are incorporated in budgets and prepares the assessment scale used to calculate Member State contributions to the Administrative Part of the Budget. It also ensures that all costs are appropriately budgeted to meet the objectives of the Organization’s activities within the limits of available resources. The Division also undertakes initiatives to enhance budget processes through technology enhancements and developments.

Treasury Division

The Treasury Division is responsible for providing effective cash management for the Organization’s funds to ensure optimum yield and operational liquidity. This is achieved by managing the short-term investment of funds according to anticipated incomes and expenditures and financial market conditions. The Division develops strategies to effectively manage cash and to ensure that foreign exchange risk is measured, monitored and controlled by suitable hedging policies. It also formulates and recommends policies concerning disbursements, foreign exchange and investments; strengthens and incorporates appropriate treasury controls; and establishes and maintains effective banking relationships across the Organization in order to ensure local liquidity that will facilitate effective implementation of IOM operations. The Division also leads technology-driven initiatives to improve automation, security and efficiency of treasury processes across IOM.

Supply Chain Division

The Supply Chain Division is responsible for the global development, oversight and update of all procurement and supply policies and related activities, including planning, implementing and controlling the efficient, cost-effective flow and storage of goods and materials as well as related information. The Division also works in collaboration with channel partners, which can be United Nations clusters, the Humanitarian Logistics Association, suppliers, intermediaries, third party service providers and customers. It develops procurement and supply strategies, drives improvements to processes and system solutions, and ensures the implementation of best practices to achieve best value for money, operational excellence and compliance with procurement and supply chain procedures.

Emergency Support Unit

The Emergency Support Unit provides resources management support for emergency response operations for Level 3 emergencies – thereby contributing to oversight of such responses – and generally to the Department of Operations and Emergencies

Common Services Unit

The Common Services Unit is responsible for establishing guidelines for the purchase and maintenance of office supplies and equipment for Headquarters and for specific programmes; safeguarding IOM Headquarters inventory; ensuring the general maintenance of the Headquarters building; providing printing, mailing and shipping services; and handling office space and security matters at Headquarters.

Staff Travel Coordination Unit

The Staff Travel Coordination Unit is responsible for ensuring proper application of rules and directives pertaining to official travel. It analyses and interprets rules and guidelines regarding official travel and entitlements and provides solutions on a wide spectrum of travel-related issues. The Unit is responsible for the global coordination of travel arrangements and the issuance of tickets to ensure that these are done in the most economical and efficient manner under the terms of agreements drawn up between IOM and airline companies worldwide. The Unit is also the focal point on the processing the United Nations laissez-passer for IOM.

Department of Human Resources Management

The Department of Human Resources Management is responsible for: (a) developing and implementing human resources management policies to support IOM’s strategic focus and organizational structure, as well as its operational activities, through the selection, recruitment, mobility, retention, evaluation and professional development of competent and motivated staff; (b) establishing and maintaining conditions of service, benefits and entitlements, job classification and social security with reference to the United Nations common system; (c) ensuring adherence to the established Staff Regulations and Rules and related policy instructions and guidelines; (d) gathering, analysing and reporting on staffing-related data; (e) advising on optimal organization typology, nomenclature and change management processes; and (f) developing and implementing strategies aimed at strengthening staff well-being and general welfare across the Organization. The Department supervises delocalized human resources units at the Manila and Panama Administrative Centres.

Human Resources Operations and Advisory Services Unit

The Human Resources Operations and Advisory Services Unit oversees the consistent application of human resources policies and other administrative instructions and guidelines; manages insurance schemes, including the relationship with IOM’s insurance providers; oversees upscaling and downsizing initiatives; and ensures oversight of Manila Human Resources Operations, and the Panama Human Resources Advisory Services.

Human Resources Policy Unit

The Human Resources Policy Unit is responsible for the design and monitoring of human resources policies in line with organizational priorities and human resources strategies. The Unit continually reviews the IOM human resources policy framework, identifying the need for new policies and recommending changes to existing ones, as necessary, also taking into account any change in the United Nations common system of benefits and entitlements. This includes leading the human resources policy design and review process and coordinating the consultation process with senior management, staff representatives, human resources practitioners across IOM, and other relevant stakeholders through appropriate channels. The Unit also supports the Director of the Department of Human Resources Management in inter-agency discussions at the HR Network, serves as the IOM focal point for United Nations inter-agency collaboration on human resources policy matters, and represents IOM in the HR Network Field Group and other working groups related to human resources policy. The Unit also provides advice on matters relating to appeals, grievances and misconduct, in collaboration with the Department of Legal Affairs and the Office of Ethics and Conduct, and gives guidance and policy interpretation to managers and staff regarding benefits, entitlements and complex performance management cases that involve performance improvement plans. In addition, the Unit manages the issuance of cartes de legitimation for staff members serving in Switzerland, liaising with the Swiss authorities as necessary.

Organizational Design and Classification Unit

The Organizational Design and Classification Unit advises senior management on optimal organization typology and nomenclature and configures organizational structures to create an effective and logical structure capable of achieving IOM’s mandate and objectives. The Unit works to achieve harmony between the Organization’s strategy, processes, integrated systems, budget/finance, technology, culture and people. Further, the Unit classifies positions in the Professional, National Officer and General Service categories, approves promotion calculations and interim allowances for local staff and maintains a repository of generic position descriptions.

Integrated Talent Management Unit

The Integrated Talent Management Unit oversees the functional areas of performance management, strategic staffing and recruitment, mobility (including the annual rotation exercise for staff in the Professional category), succession planning, career development, workforce analytics, diversity and inclusion activities and initiatives, and staff development and learning. The Unit provides guidance to managers and staff, ensuring that IOM staff members are in appropriate posts, have their performance assessed objectively and are given the opportunity to further develop their skills and careers. The Unit comprises four distinct functions: staff development and learning; staffing and recruitment; diversity and inclusion; and career development and performance management.

Staff Welfare Unit 

The Staff Welfare Unit supports the mental health and well-being of IOM staff globally, providing psychological support and tools so that staff are better equipped to deal with a fluid and often stressful operating environment, and implementing the IOM’s mental health strategy. In addition, the Unit promotes self-care, offers generic and specialist services (assessment, intervention, and coordination) to all staff, responding to varying mental health needs, with particular attention afforded to high-risk duty stations. Learn more

Department of Information and Communications Technology

The Department of Information and Communications Technology focuses on enabling the Organization through new and innovative digital technologies, while also focusing on the traditional IT responsibilities that support the infrastructure and worldwide operations of the Organization. The Department also supports the implementation of the Organization’s digital strategy, business transformation efforts and data-driven decision-making; facilitates simplified working practices; and enhances global response capabilities.

Enterprise Architecture and Technology Unit

The Enterprise Architecture and Technology Unit supports and maintains IOM’s innovative technology solutions and digital transformation efforts, including responding to the evolving needs of the organizational business model. The Unit is responsible for articulating the vision, standards and overall technology road map for IOM's enterprise architecture; delivering and maintaining enterprise infrastructure, platforms, and operations; and providing support to all users worldwide. The Unit is composed of the following teams: Enterprise Architecture; Infrastructure; Platforms and Operations; and Global User Support.

ICT Security Unit

The ICT Security Unit is responsible for maintaining the Organization’s IT security posture through the identification, evaluation, and management of cybersecurity risks to IOM's information assets while supporting and advancing the Organization's strategic objectives. At the core of its objectives lies the protection of the organizational technologies, applications, systems, and network infrastructure that form part of IOM’s operating digital ecosystem. The Unit is composed of the following teams: Security Architecture; Security Operations Centre; and Identity and Access Management.

Applications and Solutions Delivery Services Unit

The Applications and Solutions Delivery Services Unit – which includes the ICT digital centre of excellence – provides IOM with modern and reliable corporate applications and solutions, so that staff have the necessary information to make the right decisions at the right time. This includes a robust end- to-end migrants processing solution and PRISM, the enterprise resource planning system, and related capabilities, as well as the development of advanced analytics, business intelligence and data-driven reporting. The Unit is composed of the following teams: Migrant Solutions; Enterprise and Resource Planning Solutions; and Data Analytics and Business Intelligence.

ICT Strategy, Risk Management and Governance Unit

The ICT Strategy, Risk Management and Governance Unit is responsible for translating business strategy into effective enterprise change and an architecture technology road map. The Unit also provides effective leadership on ICT sourcing strategies, management of ICT resources (staff and budget) and the development and enforcement of governance procedures for ICT strategic initiatives. The Unit is comprised of the following teams: ICT Strategy, Policy and Governance; ICT Change Management; and ICT Procurement and Contract Management.

Department of Legal Affairs

The Department of Legal Affairs is responsible for ensuring that the Organization’s activities are carried out in accordance with the constitutional and other relevant provisions adopted by its governing bodies, and that its relations with governments, organizations, private institutions and individuals have a sound legal basis. It provides advice on constitutional issues, the privileges and immunities of the Organization and its staff, contractual issues and staffing matters, among others. It is also the focal point on data protection issues and provides advice to field offices and Headquarters to ensure that personal data of IOM beneficiaries are collected, used, transferred and stored in accordance with the IOM Data Protection Principles.

Institutional Law and Programme Support Division

The Institutional Law and Programme Support Division provides formal legal advice, including legal opinions, on the structure and functions of the Organization, based on the IOM Constitution; the Organization’s mandate; other basic texts, such as the Rules of Procedure of the Council and Standing Committee on Programmes and Finance; relevant Council decisions; and international law. The Division deals with core questions of IOM’s legal status and existence within the international community. As regards institutional law, it is the Division’s role to ensure a sound legal base for the Organization’s corporate legal relationship with the United Nations, States and organizations, including judicial ones, and to support the work of the governing bodies, including subsidiary organs and working groups, by providing legal advice and interpretation.

General and Administrative Law Division

The General and Administrative Law Division provides advice on a broad range of general legal questions and on all matters of administrative law, including the handling of misconduct cases and the coordination of potential disciplinary measures; represents and advises the Organization in all litigation cases throughout the internal justice process; reviews policies to ensure compliance with the internal legal framework; creates policies and improves the legal framework, including through the roll-out of the Unified Staff Rules to local staff members in IOM field offices worldwide and the update of the Staff Regulations; advises on and upholds the privileges and immunities afforded to staff members and the Organization; safeguards the Organization in staff litigation cases brought before national courts; provides legal advisory services to senior management and field offices on complex administrative law matters; and reviews the legal compliance of contracts, agreements and templates for staff and non-staff personnel, (including for internships, consultancies, escorts, loans, secondments, standby personnel, Junior Professional Officers, and settlements with staff members) and provides advice on the interpretation of the related contractual terms in compliance with IOM’s policies.
 
Contract Law Division

The Contract Law Division provides legal advice on all types of contracts necessary for IOM’s operations and activities, including public and private donor funding agreements, contracts for the purchase of goods and services, project implementation agreements and cooperation agreements with partners. The Division supports country offices and units at Headquarters to structure agreements. It also gives legal advice on contractual issues, including in relation to termination and disputes. The Contract Law Division has a unit in Manila and a unit in Panama.

Administrative Centres

The focus of the administrative centres, under the authority of the Deputy Director General for Management and Reform, is to provide labour-intensive functions that support the Organization’s global network of field offices.

• Manila Administrative Centre
• Panama Administrative Centre

Office of Staff Security 

The Office of Staff Security is responsible for safety and security management throughout the Organization. The Unit identifies the Organization’s institutional responsibilities in relation to all aspects of occupational safety and security and advises the IOM leadership accordingly. It also oversees its operations centres in the Manila and Panama Administrative Centres and works with a network of field-based staff security focal points. Learn more

Gender and Diversity Unit

The Gender and Diversity Unit provides coordination and support to ensure an inclusive institutional environment where every IOM employee’s dignity and worth are respected at all times, including preventing any structural discrimination and incorporating diversity into the Organization’s decision-making processes. This is ensured by working within the organizational structure to create a workplace culture that is inclusive at all levels, and ensuring the same principles are reflected in IOM programming. 

Prevention of and Response to Sexual Exploitation and Abuse and Sexual Harassment Unit

The Prevention of and Response to Sexual Exploitation and Abuse and Sexual Harassment Unit is responsible for strengthening and coordinating IOM’s global PSEA/SH response, ensuring the delivery of PSEAH commitments across the Organization, at Headquarters, within regional and country offices, throughout IOM field operations and with partners. 

Office of Ethics and Conduct

The Office of Ethics and Conduct handles administrative procedures and policies in line with the IOM Standards of Conduct and provides counsel to the Administration and staff members about ethics and standards of conduct. The Office promotes ethical awareness and behaviour at IOM through training, communication, policy development and liaison. It is responsible for reviewing allegations of retaliation and making recommendations on protection measures, and also provides advice on conflicts of interest, including gifts, close relatives and involvement in outside activities. Learn more

Environmental Sustainability Unit

The Environmental Sustainability Unit manages IOM’s Environmental Sustainability Programme, which focuses on three key environmental management areas: energy, water, and waste management. The goal of the Environmental Sustainability Programme is to build on already available good practices and policies and strengthen internal governance related to environmental sustainability. 

Headquarters Building Unit

The Headquarters Building Unit is responsible for the overall planning, design and execution of the IOM Headquarters building project and is accountable for the oversight and management of resources, the efficient implementation of the project, and the provision of technical knowledge and advice on areas relating to quality, costs and deadlines, from the conceptualization stage through to the completion of the project. The Unit works in close consultation and coordination with the Headquarters Building Steering Committee and the authorities of the host State.

Occupational Health Unit

The Occupational Health Unit is responsible for the implementation of a comprehensive system to ensure that the Organization has effective tools to minimize preventable staff harm, and to optimize the occupational safety and health conditions and working environments for the IOM workforce, for example using the Occupational Health and Safety Framework. The Unit deals with the prevention of work-related injuries and diseases and with the protection and promotion of the health of workers both at work and at home. The Unit designs, coordinates and implements occupational health and well-being programmes. It also sets standards and provides medical policy guidance, quality assurance and medical services to staff worldwide, including preventive actions such as medical clearances and periodic medical examinations. Moreover, the Unit responds to critical events affecting the health and well-being of staff members and their dependents, such as epidemics and environmental disasters; provides advice to IOM management on the development, implementation and maintenance of policies to reduce stress at the workplace; and works closely with other stakeholders to manage complex medical cases, long-term sick leave cases, disability cases and occupational injury and illness cases.