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 general supervision of the Head, IOM Pension Administration, in coordination and direct supervision of the National Pension Administration Officer, the successful candidate will be responsible for the following functions:
Core Functions / Responsibilities
- Closely collaborate with IOM-UNJSPF (UN Joint Staff Pension Fund) participants and HR Personnel Administrators in obtaining, collating, verifying participant’s record vis-à-vis HR and UNJSPF data.
- Coordinate with HR personnel to maintain UNJSPF numbers in PRISM and request copy participants contract for verification on eligibility to participate.
- Run data extraction and reports related to UNJSPF items from the PRISM (SAP) data base.
- Send communications to participants in completing the Participant Personal Data and other required forms.
- Receive and verify data submitted by participants, abstract required data and prepare the corresponding reports to the United Nations Joint Staff Pension Fund (UNJSPF) in registering and/or updating participants’ records.
- Request assistance to HR personnel in maintaining and reconciliation of participant’s information in PRISM parallel to the provided supporting documents.
- Follow up on incomplete or missing data of participants with missions and/or directly from participants.
- Prepare and dispatch documents/reports of participants to be submitted to UNJSPF.
- Maintain electronic and physical filing system of participant’s record.
- Make inventory list and follow-up of pending cases and documents for submission to UNJSPF.
- Track changes in UNJSPF participant’s personal record, marital status and additional dependents via PRISM and in preparation of the IPAS data requirements.
- Coordinate with Separated UNJSPF participants in obtaining separation documents.
- Monitor pending cases for UNJSPF benefits/payment.
- Draft routine general or administrative correspondence, reports, etc. on own initiative and correspondence according to instructions given by supervisor.
- Exercise strict confidentiality concerning the disclosure of information to third parties.
- Perform other related duties as may be required.
- University degree in the field of Administration, Human Resources or its equivalent relevant field or a related field from an accredited academic institution, with three (3) years of relevant professional experience.
- Relevant HR/administrative or finance experience in the application of social security schemes with respect to pensions, benefits and entitlements in a government or an international organization, preferably in a UN environment participating in the UNJSPF.
- Experienced in data verification, rules interpretation and implementation.
- Good analytical and problem-solving skills; have keen eye for details.
- Experience in SAP/Oracle an advantage.
- Familiarity with UN Joint Staff Pension Fund (UNJSPF) or similar pension system, an advantage.
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Inclusion & respect for diversity
- 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.
Integrity & transparency
- 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.
Managing and sharing knowledge
- 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.
How to apply
Interested applicants may send their applications to email@example.com no later than 21 Nov 2023. VN Number and Position Title (VN 159/2023 – Pension Administration Assistant) should be specified in the SUBJECT field.
For internal candidates, please send in your updated CV and cover letter using your IOM email account for your application to be considered valid.
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.