VN 2021 07 (GS) Administrative Assistant (G5) Geneva, Switzerland
☞ IOM Internationale Organisation für Migration
View: 123
Update day: 20-03-2024
Category: Accounting / Auditing
Industry:
Job content
Context:
Under the overall supervision of the Deputy Chief of Staff and direct supervision of the Head of
the Administrative Support Unit, the successful candidate will be part of the Administrative
Support Unit which is responsible for the administrative duties within the Executive Office. The
Administrative Assistant will carry-out the following duties:
Core Functions / Responsibilities:
1. Arrange duty travels of officials within the Executive Office, including coordination of flights
and accommodations; prepare travel authorizations, security clearance and other requirements
for travel such as visa applications, travel advances, etc; finalize travel expense claims in
coordination with the Accounting Division and Central Accounting Support;
2. Screen requests for appointments with officials within the Executive Office; maintain calendar
of officials within the Executive Office; confirm mutually convenient schedules and arrange
appointments; receive visitors; place and screen telephone calls; respond to queries and
correspondence, often of a sensitive, confidential or technical nature;
3. Coordinate office support services for meetings, trainings, seminars, committees, and special
projects and events; attend meetings, prepare minutes, monitor follow-up activities; make
arrangements for formal editing, translation, etc., of documents and publications;
4. Review, record, distribute and process incoming mail and correspondence; follow-up on
pending actions; prepare draft responses to a wide range of correspondence and other
communications, often requiring knowledge of technical terminologies and/or detailed office
procedures; carry out quality control functions for outgoing documents; proofread texts for
adherence to format, grammar, punctuation and style;
5. Perform a variety of administrative duties, e.g. contract extensions and requests for
temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate
with other units to ensure smooth running and expedition of work within the unit;
6. Research, compile, and organize background information and reference materials from
various sources for reports, briefs and speeches; generate a variety of statistical and other
reports from various databases;
7. Monitor and process administrative actions (human resources, contracts, procurement,
accounting, finance, logistics) in IOM’s computerized systems;
8. Create and maintain the work unit’s filing and reference systems; review the efficiency of
office procedures and make recommendations for improvements; update office websites; and,
9. Perform other duties as required.
Required Qualifications and Experience:
Education
- University degree in Business Administration or related fields from an accredited institution
with three years of relevant experience; or,
- Completed High school / Secondary school education with five years of relevant experience.
Experience
- Prior work experience with international humanitarian 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.
Notes
Candidates are requested to upload a cover letter along with their online
application.
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 1
- 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 04 November 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 22.10.2021 to 04.11.2021
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
Work Location: Multiple Locations
Deadline: 04-05-2024
Click to apply for free candidate
Report job
SIMILAR JOBS
-
⏰ 07-04-2024🌏 Genève, Genève GE
-
⏰ 19-04-2024🌏 Genève, Genève GE
-
⏰ 14-04-2024🌏 Plan-les-Ouates, Genève GE
-
⏰ 13-04-2024🌏 Genève, Genève GE
-
⏰ 21-04-2024🌏 Genève, Genève GE
-
⏰ 13-04-2024🌏 Genève, Genève GE
-
⏰ 18-04-2024🌏 Plan-les-Ouates, Genève GE
-
⏰ 14-04-2024🌏 Genève, Genève GE
-
⏰ 06-04-2024🌏 Genève, Genève GE
-
⏰ 21-04-2024🌏 Meyrin, Genève GE