Administrative Assistant (Migration Health Division)

Position Title: Administrative Assistant (Migration Health Division (MHD))

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade UG

Type of Appointment: Special short-term ungraded, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 04 October 2022

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

Under the Department of Programme Support and Migration Management (DPSMM), the Migration Health Division (MHD) has the institutional responsibility to oversee, support and coordinate the Organization’s provision of migration health services globally. Under the overall supervision of the Director of Migration Health and direct supervision of Migration Health Division Senior Administrative Assistant, the Administrative Assistant will provide administrative support to the Migration Health Division at Headquarters (HQs).

Core Functions / Responsibilities:

1. Prepare Travel Authorizations and process travel expense claims for the staff of the division. Facilitate travel arrangements and process travel expense reimbursements to invited non-IOM meeting participants.
2. Act as a focal point for procurement (purchase, payment requests and other forms); process payment requests in a timely matter.
3. Assist in the organization of and preparation for meetings, seminars, conferences and workshops, both internal and external, handle logistic related matters.
4. Assist the Director of the Division and team on logistic and administrative aspects, in the absence of the Senior Administrative Assistant and perform a variety of administrative duties, place and screen telephone calls/teleconferences, book conference rooms, confirm mutually convenient schedules and arrange appointments, receive visitors.
5. Train temporary staff in matters pertaining to administrative procedures and practices and provide general assistance as required.
6. Maintain the MHD contact database up to date as well as the different calendars of the team.
7. Process the Hologram requests from the missions, organizing the shipment with mailroom and maintaining the follow up file up to date.
8. Welcome the new colleagues and ensure a smooth setting up in collaboration the colleagues of Information and Communications Technology, Stock, Common Services, etc.
9. Support office maintenance and asset management, including acting as a custodian for management of office assets and stationery supplies.
10. Perform 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 relevant work experience; or
• Completed High school / Secondary school education with four years of relevant experience.

Experience

• Experience in administrative services or related area.

Skills

• Demonstrated ability to prepare clear and concise communications and coordination of administrative activities;
• Ability to work independently against tight deadlines.
• Knowledge of IOM/UN regulations, policies and procedures desirable;
• Proficient in Microsoft Office (Word, Excel, Outlook, etc.).

Languages

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

External applicants for all positions in the General Service category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, 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

• 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.