Administrative Assistant

Position Title: Administrative Assistant

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G5

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

Estimated Start Date: As soon as possible

Closing Date: 29 May 2022

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Director, Department of Programme Support and Migration Management (DPSMM) and direct supervision of the Senior Administrative Assistant, the successful candidate will provide general administrative support to the department.

Core Functions / Responsibilities:

1. Support the DPSMM HQ staff members and consultants on administrative and logistic matters.

2. Coordinate travel arrangements and process Travel Authorizations (TA) for DPSMM staff. Prepare letters of invitation for external participants to IOM events and process their Travel Expense Claims. Process Travel Expense Claims (TEC) and Security clearances for Division Heads.

3. Assist with DPSMM staff with requests on IT material and other IT requests through IT shop application.

4. Coordinate DPSMM procurement requests, including processing and following up of online purchase requisitions (PR) and other transactions with the relevant units: Purchase Order (PO), Bids Analysis Summary (BAS), Service Agreements and Online Invoice Payable (OIPA)

5. Assist with the recording of new vendors in the Vendor Management System (VMS).

6. Coordinate with the Common Services (COS) Unit in the annual finalization of payments for service delivered.

7. Support logistical arrangements for seminars, trainings, conferences, retreats and other events (in presence or hybrid events through creation of Zoom meetings and Webinars).

8. Regularly archive the DPSMM files (electronically and paper form) in compliance with IOM needs and procedures.

9. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration or a related field from an accredited academic institution with two years of relevant experience; or,

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

Experience

• Experience in administrative services or related area;

• Experience with the IOM applications advantageous (online PR, VMS, IT shop, HR Portal).

Skills

• Demonstrated ability to prepare clear and concise communications and coordination of administrative activities;

• Knowledge of IOM/UN regulations, policies and procedures desirable;

• Ability to work independently against tight deadlines; and,

• Proficient in Microsoft Office (Word, Excel, Outlook, Zoom, etc.).

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

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.pdf

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.