Administrative Officer

  • Geneva Switzerland
  • IOM profile




  • Job applications may no longer being accepted for this opportunity.


IOM

Position Title: Administrative Officer

Duty Station: Geneva, Switzerland

Classification: Professional Staff, Grade P2

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

Estimated Start Date: As soon as possible

Closing Date: 09 February 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.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

  1. Internal candidates

  2. Candidates from the following non-represented member states:

Antigua and Barbuda; Aruba (Netherlands); Botswana; Cabo Verde; Comoros;Congo (the); Cook Islands; Cuba; Curaçao; Fiji; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Luxembourg; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the direct supervision of the Director, Department of Strategic Planning and Organizational Performance, the successful candidate will be responsible for supporting the administrative duties within the Department of Strategic Planning and Organizational Performance. The Administrative Officer will carry-out the following duties:

Core Functions / Responsibilities:

  1. Support the department management and monitoring of large and diversified volume of complex correspondence and documentation, often of confidential and sensitive nature; ensure appropriate information management including routing, reply, filing, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention.

  2. Keep track of consolidated departmental allocated financial resources, commitments, staffing and prepare executive reports by analyzing potential issues for preemptive action.

  3. Support the management of complex logistical arrangements for meetings convened by the Department.

  4. Prepare documents, reports, and presentations as directed by officials within the Department.

  5. Arrange appointments and duty travels, maintain the calendar and receive visitors of officials within the Department.

  6. Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.

  7. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.

  8. Respond to written inquiries and draft responses to non-routine questions, coordinate responses to sensitive enquiries on behalf of the supervisor.

  9. Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language.

  10. Initiate, coordinate, monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics, etc.) in IOM’s computerized systems.

  11. Evaluate ongoing support requirements of the Department, adapt service provision to meet changing needs and solve operational problems as required.

  12. Perform such other duties as may be required.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Accounting, or a related field from an accredited academic institution with two years of relevant work experience; or,

• University degree in the above fields with four years of relevant work experience.

Experience

• Experience with the United Nations, NGOs, or Government;

• Experience operating ERP (e.g. SAP, Oracle, Workday, etc.).

Skills

• Demonstrated knowledge of IOM organizational structures, programmes and operations;

• Knowledge of relevant financial discipline and monitoring of large size project budget;

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, Outlook, Teams and SharePoint;

• Pays attention to detail, and is able to organize paperwork methodically;

• Discreet and client-oriented; and,

• Ability to learn new processes and procedures quickly.

Languages

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

External applicants for all positions in the Professional 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 is required (oral and written). Working knowledge of another IOM official 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 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 2

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:

Internationally recruited professional staff are required to be mobile.

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 duty stations. 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.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members.

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 09 February 2022 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 27.01.2022 to 09.02.2022

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.

Requisition: VN 2022 14 Administrative Officer (P2) Geneva, Switzerland (57374826) Released

Posting: Posting NC57374827 (57374827) Released

To apply for this job please visit reliefweb.int.


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