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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

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Deadline: 04-05-2024

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