Position Title: Respectful Workplace Coordinator

Duty Station: Nairobi, Kenya

Classification: Professional Staff, Grade P3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 11 December 2024

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. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

The Office of the Ombudsperson and Mediation Services (OOM) serves as an independent function to address employment related problems of staff members. It operates in accordance with the standards of practice and code of ethics of the International Ombudsman Association: “independence, neutrality, and impartiality, confidentiality and informality.” The role of the Ombudsperson is to mediate in conflicts of any nature related to conditions of employment, administration of benefits, managerial practices as well as professional and staff relations matters. As a dispute resolution practitioner, the Ombudsperson provides assistance in the informal resolution of conflicts and other issues and monitors trends and emerging issues. The Ombudsperson office acts as an Alternative Dispute Resolution (ADR) resource for staff members who may also wish assistance with respectful workplace environment issues. The purpose of the Ombudsperson function is to be a mechanism that helps IOM staff to be treated fairly, advocating civility and mutual respect as the most appropriate avenue to successful problem-solving preventing conflict from escalating and improving staff productivity and morale.

Under the overall and direct supervision of the Ombudsperson, the Respectful Workplace Coordinator will support OOM with the substantive and logistical coordination of IOM’s Respectful Workplace Focal Point (RWFP) Network. With an aim to provide local access to informal resources to help prevent, manage, and resolve workplace issues, concerns, and conflicts, OOM created the RWFP network to support personnel in addressing concerns timely and at their source. Members of the RWFP Network are IOM personnel who have been nominated by their peers and appointed by the Ombudsperson. The RWFPs act as an informal and local first-line response to workplace issues and concerns. RWFPs can listen to concerns without judgement or taking sides. They can provide information on IOM’s policies, rules, regulations, and resources. RWFPs can help brainstorm and discuss options that visitors can use to manage or resolve their concerns. RWFPs do not provide alternative dispute resolution services, perform investigative functions, or intervene directly and cannot act outside of their mandate, but they are an important access point to the informal system and support missions with trainings on various Respectful Workplace topics within their mandate.

Core Functions / Responsibilities:

1. Assist the Ombudsperson and OOM globally with the substantive, administrative, and logistical management of the Respectful Workplace Focal Point (RWFP) network.
2. Contribute to the informal resources available to all IOM staff worldwide by ensuring that personnel have easy and early access to informal resources and all eligible offices have RWFPs.
3. Work with OOM Conflict Resolution Officers (CROs) in the regions, Deputy Ombudsperson and Ombudsperson to coordinate and conduct RWFP nomination processes in line with OOM nomination protocol and in coordination with the administrative heads of relevant country and regional offices. Train nominated colleagues to an effective standard to meet their RWFP responsibilities, and ensure ongoing support to the network at individual, regional and global levels.
4. Ensure compliance with RWFP ToR and Consultation Protocol and OOM’s ethical standards.
5. Ensure the network is organized, efficient, visible, accessible, competent, high-quality, coordinated, effective, and impactful.
6. Conduct necessary monitoring and evaluation activities, including establishing effective measurements and key-performance indicators for gathering data on outputs, outcomes, and impact.
7. Ensure appropriate guidelines are established and updated to inform and guide management with regard to RWFP roles, processes and best practices in collaboration with other CROs and OOM leadership.
8. In coordination with the Ombudsperson, liaise with relevant internal and external stakeholders and participate actively in relevant UN working groups.
9. Develop training programmes and coordinate with RWFP network in the dissemination of said programmes to promote a respectful workplace worldwide.
10. Raise awareness of respectful behaviors at IOM through the network with regular network communications, updated presentations to staff and management, and regular reports on network activities.
11. Perform other duties as may be as assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Behavioural Sciences, Conflict Resolution, Law, Social Sciences or Human Resources or a related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in project management and coordination, including administration, logistics, procurement, and finance;
• Experience in identifying channels of support and triaging;
• Experience in development, coordination, and delivery of trainings;
• Experience in coordinating and/or managing volunteers;
• Experience working in a multi-cultural setting;
• Experience working with or in field or regional operations;
• Experience in communicating and explaining information about policies and rules, and about the context of a concern; and,
• Experience helping staff to communicate during conflict situations, and assisting them to evaluate the pros and cons of all the choices for the issues at hand.

Skills

• Computer/software literate, preferably knowledgeable in Microsoft Office, Adobe Acrobat and Photoshop with experience in maintaining a website;
• Knowledge of current and emerging practices in alternative dispute resolution, including understanding of the Ombudsperson function;
• Effective, sensitive and creative communicator;
• Ability to keep matters strictly confidential and exercise good discretion in using information;
• Has the skill for delivering respect by affirming the feelings of each person involved in a concern, while staying explicitly neutral on the facts of a case;
• Capacity to respond as quickly as possible endeavoring to build rapport;
• Ability to master active listening and coaching techniques;
• Capacity for reframing issues, enlightening the context, and facts and feelings, that might have been overlooked; and,
• Ability to offer the option of referrals to other relevant units.

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 is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, 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

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

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.
• 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 – behavioural indicators level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country and who do not have prior experience outside the duty station’s country as staff member in the Professional category cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.