Administrative Assistant (Fleet and Mailing)

Position Title: Administrative Assistant (Fleet and Mailing)

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: 24 October 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:

The Common Services Unit (COS) is under the direct supervision of the Head of COS, covering Administration, Reception, Mail Room Services, Printing, Documents Distribution, Transport/Drivers Services, Procurement, Assets Management and Building Maintenance activities.

Under the overall supervision of the Comptroller/Director, Department of Financial and Administrative Management (FAD) and direct supervision of the Head of COS, the Administrative Assistant (Fleet and Mailing) will coordinate all administrative related work of the Unit.

Core Functions / Responsibilities:

1. Receive, review and prepare replies to daily verbal or written requests and correspondence addressed to Mail Room; resolve logistic problems and ensure proper application of contracts/ agreements.
2. Organize and assign different tasks regarding the collection, sorting, distribution, and delivery incoming and outgoing mail/parcels of the Mail Room. Carry out the above task together with the other Mail Room Team members.
3. Coordinate and plan the work of the driver; organize and distribute the task of driving official vehicles amongst the mail room staff – for transport, vehicle maintenance, delivery and/or collection of mail, pouch, shipments, or visas as required.
4. Provide guidance and mailing/shipment pricing to staff and Country Offices (including for equipment in transit in Geneva).
5. Maintain contacts with freight and mail companies, request prices for specific shipments, and clear the customs for those dealing directly with the Mail Room.
6. Anticipate service requirements (creation of purchase request), review and process throughOnline Invoice Payable Application (OIPA) all invoices directly connected to Mail Room activities.
7. Manage Mail Room mailbox and assist in the management of COS mailboxes when required. Ensure proper archive of emails/documents.
8. Supervise all staff members providing fleet, mailroom and printing services.
9. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration, Finance, Accounting, Management, or a relatedfield from an accredited academic institution with three years of relevant professional experience; or,
• Completed High school / Secondary school education with five years of relevant experience.

Experience

• At least five years (three years for Bachelor’s degree holders) of experience providing administrative support in the context of a large organization;
• Experience with procurement processes and client services;
• Experience coordinating building and equipment maintenance.

Skills

• Thorough knowledge of the Microsoft Office suite (Word, Excel, PowerPoint, etc.);
• Knowledge of Microsoft Office collaboration tools (Teams, SharePoint) would be a strong advantage.

Languages

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

For this position, fluency in French and working knowledge of English 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.

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.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.