VN 2021 04 (GS) Senior Administrative Assistant (G6) Geneva, Switzerland

Job content

Context:
The Office of the Director General (ODG) manages the Organization and has overall

responsibility for the formulation of coherent policies and oversight of activities to ensure

compliance with strategic priorities.

Under the overall supervision of the Chief of Staff and the direct supervision of the Deputy Chief

of Staff, and in close coordination with departments, programmes and regional/country offices,

the ODG Administrative Assistant will be responsible for supporting ODG activities.

Core Functions / Responsibilities:
1. Manage and monitor a large and diversified volume of complex correspondence and

documentation, often of confidential and sensitive nature; ensure appropriate routing, reply,

prioritization, accuracy, consistency, informal translation and timeliness; bring complex,

sensitive or priority issues to the supervisor’s attention.

2. Provide information and guidance to staff at all levels within the organizational unit; ensure

understanding of intent and deadlines.

3. Arrange appointments and duty travels, maintain the calendar and receive visitors of officials

within the Office of the Director General.

4. Organize high-level meetings, finalize agendas and invitations, ensure the production and

distribution of documentation, take notes and prepare minutes, and follow up on required

actions.

5. Organize and coordinate the work performed by other office support staff; coordinate

activities across the division, including divisional issues, deadlines and other requests.

6. Establish internal procedures and tracking systems for correspondence and documents;

verify that work is done in accordance with corporate standards; monitor work progress.

7. Respond to written inquiries and draft responses to non-routine questions; coordinate

responses to sensitive enquiries on behalf of the supervisor.

8. Follow up on the preparation of reports, correspondence, briefing notes and other documents;

review documents and make changes to their format or style in accordance with standard

practices; conduct research and prepare briefing materials for the supervisor; provide informal

translations into another official language.

9. Coordinate, monitor and process administrative actions (human resources, contracts,

procurement, accounting, finance, logistics) in IOM’s computerized systems.

10. Evaluate ongoing support requirements of the office, adapt service provision to meet

changing needs and solve operational problems as required.

11. Ensure the initiation of a variety of transactions in the organization’s computerized

administrative systems; and,

12. Perform other duties as required.

Required Qualifications and Experience:
Education

• University degree in Business Administration or a related field from an accredited academic

institution with four years of relevant experience; or

• Completed High school / Secondary school education with six years of relevant experience.

Experience

• Prior work experience with international organizations, non-government or government

institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;
• Pays attention to detail, and is able to organize paperwork methodically;
• Discreet, detail and client-oriented; and
• Has patience and is willing to learn new things.

Languages

IOM’s official languages are English, French and Spanish.

For this position, fluency in English and French is required (oral and written). Working

knowledge of 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.

1 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 three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural

differences; encourages diversity and inclusion wherever possible.

• 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.

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 action 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:
Internal candidates of the Organization will be considered as first-tier candidates.

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

confirmation.

Please be advised that this is a local position and as such only qualified Swiss nationals or

candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment,

accreditation, any residency or visa requirements, and security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No

late applications will be accepted.

How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment

system, by 15 July 2021 at the latest, referring to this advertisement.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment

system. The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information please refer to: www.iom.int/recruitment

Posting period:
From 02.07.2021 to 15.07.2021

No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview,

processing, training or other fee). IOM does not request any information related to bank

accounts.

Job Type: Contract