Administrative Assistant (DPSMM) – Geneva Switzerland

Position Title: Administrative Assistant (DPSMM)

Duty Station: Geneva, Switzerland

Job Code: VN 2023 13 (GS)

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: 24 December 2023

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 for this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:
Under the overall supervision of the Director of the Department of Programme Support and Migration Management (DPSMM), and the direct supervision of the departmental Senior Administrative Assistant, the Administrative Assistant (DPSMM) will be responsible and accountable for providing overall administrative and secretarial support in the day-to-day management and functioning of the Department.

Core Functions / Responsibilities:

1. Assist the new employees of the DPSMM with obtaining the assigned ICT equipment and tools, IOM welcome kit, badge, and the Legitimation Cards; Provide brief induction of the building’s facilities.
2. Monitor and process the administrative actions related to logistics and procurement. Facilitate duty travel arrangements and process Travel Authorizations as well as assist with processing the Travel Expense Claims for DPSMM for P5 staff and above.
3. Coordinate office support services for meetings, training, seminars, committees, and special projects and events.
4. Assist with DPSMM procurement requests, including processing and follow-up of purchase requisitions and other transactions with the relevant divisions and units.
5. Assist with requests for travels by filling in forms for both the P (Professional) category staff and the Consultants of DPSMM; prepare Letter of Invitation (LOI) for external counterparts.
6. Create background files on assigned subjects in consultation with staff in P (Professional) category and determine the nature of the supervisor’s requests and compile appropriate reference documentation and material.
7. Perform a variety of administrative duties, as requested. Coordinate with other divisions and units and contribute to the smooth running and expedition of work within the Department.
8. Follow-up on pending actions; respond to queries and correspondences, often of a sensitive, confidential, or technical nature.
9. Provide logistical and administrative assistance to the Consultants, Associate Experts, and interns.
10. Provide guidance on established procedures and workflows to other support staff of

DPSMM.

1. Create and maintain the DPSMM filing and reference systems; regularly update the DPSMM organigramme, and act as the Focal Point of HQ Archives Working Group for the Department.
2. Perform any other duties as may be assigned.

Required Qualifications and Experience:

Education

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; and, • Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.

Skills

• Attention to detail, ability to organize paperwork in a methodical way; and,
• Discreet, detail-oriented, and client-oriented, patient, and 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 and another UN 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

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 five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, and makes people feel safe, respected, and fairly treated.

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 actions 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

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.

This selection process may be used to staff similar positions in various departments. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification 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 in Geneva, Switzerland on the respective closing date. No late applications will be accepted.