VN 2021 09 (GS) Senior Administrative Assistant (G6) Geneva, Switzerland

Job content

Context:
The Department of Operations and Emergencies (DOE) is responsible for coordinating and

monitoring IOM’s activities related to movements and logistics, responses in emergencies and

post-crisis contexts and transition and recovery programs. Furthermore, it ensures that secure,

reliable, flexible and cost-effective services are provided to migrants and governments alike and

that the human rights and well-being of migrants are guaranteed in accordance with

international law.

Under the direct supervision of the Director, Department of Operations and Emergencies, the

successful candidate will provide general secretarial and administrative support to DOE.

Core Functions / Responsibilities:
1. Assist the Director of DOE in all administrative tasks, ranging from planning meetings,

organize TDYs, coordinate with other Departments in relation to the DOE Director’s

responsibilities and scope of activities.

2. Provide overall logistical and administrative assistance to all DOE colleagues, as needed.

3. Initiate, update, follow-up and proceed with the payment of local consultancy contracts.

Coordinate with Divisions requiring the contract and ensure that all steps are being followed

from the hiring step until the payment of the consultancy fees is done.

4. Coordinate with the DRM-ESU Human Resources Officer (HRO) on contracts and ensure that

all DOE staff members/consultant/interns are equipped with badge/e-mail account/carte de

legitimation in due course

5. In coordination with DRM-ESU HRO, provide guidance to DOE staff members on the

issuance of contracts, organization of events.

6. Assist DOE Divisions in the procurement and payment procedures, as required.

7. Oversee the Travel Authorization (TA) processing and replace the DOE Administrative

Assistant when absent.

8. Oversee the Internship recruitment for DOE and be able to replace the DOE Administrative

Assistant when absent.

9. Perform such other duties as may be assigned.

Required Qualifications and Experience:
Education

• University degree in Business Administration, Social Science, International Relations 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

• Experience working in an international organization;
• Proven experience in record keeping, reporting and project implementation.

Skills

• Ability to coordinate project activities with input from colleagues and external partners for the

achievement of results; and,

• Ability to work independently according to established structures and guidelines, including

administrative requirements, and maintain coordination with colleagues and supervisor.

Languages

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

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

French, Spanish and/or local language 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

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.

Managerial Competencies – behavioural indicators level 1

• Leadership: provides a clear sense of direction, leads by example and demonstrates the

ability to carry out the organization’s vision; assists others to realize and develop their potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling

environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and

communicates a clear strategic direction.

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. 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.

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

system, by 23 December 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 10.12.2021 to 23.12.2021

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