Intern – Administrative Assistant

  • Contractor
  • Geneva Switzerland
  • TBD USD / Year
  • IOM profile




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


IOM

Organizational Context and Scope:

The Department of Operations and Emergencies (DOE) is responsible for coordinating and monitoring IOM’s activities related to movements and logistics, responses in emergencies and post-crisis contexts and transition and recovery programs. Further, it ensures that secure, reliable, flexible and cost-effective services are provided to migrants and governments alike and that the human rights and well-being of migrants are guaranteed in accordance with international law.

Under the overall supervision of the Director, DOE and direct supervision of the Senior Administrative Assistant of the Department, the successful candidate will provide general secretarial and administrative support to DOE.

Responsibilities and Accountabilities:

  1. Initiate and coordinate all Travel Requests on behalf of DOE staff while ensuring that all travel related issues are covered. Ensure proper coordination with Staff Travel Coordination Unit (STC) for bookings. Coordinate with the Country Offices regarding funding as well as on logistics of the trips. Follow-up until the staff member has arrived.

  2. Train DOE colleagues on security and medical clearances as well as on the preparation of the refund process of TDYs with CAS- Travel claims.

  3. Replace the other DOE Administrative Assistant during their absence; and perform a variety of administrative duties, place and screen telephone calls, book conference rooms, maintain Director of Department’s calendar, confirm mutually convenient schedules and arrange appointments, receive visitors, respond to queries, often of a sensitive, confidential and/or technical nature.

  4. Train DOE consultants and temporary staff in matters pertaining to administrative procedures and practices and provide general assistance as required.

  5. Assist on in-coming/outgoing correspondence, phone calls, setting up online links for meetings as well as handling visitors of the Department.

  6. Provide assistance with payment requests

  7. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

  • University degree in Business Administration, Migration Studies, International Relations or a related field from an accredited academic institution with three years of relevant experience; or
  • Completed High school / Secondary school education with five years of relevant experience.

Experience

  • Experience in general administrative role;
  • Experience working in an international organization;
  • Experience in administrative, financial and organizational skills;
  • Good level of computer literacy;
  • Strong communication skills;
  • Ability to work in a quick changing environment and a high level of adaptability; and,
  • Experience as travel agent or airline booking agent would be an asset.

Languages:

Fluency in English is required. Working knowledge in French and/or Spanish is an advantage.

Competencies: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.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Eligibility and Selection:

In general, the Internship Programme aims at attracting talented students and graduates who:

a) Have a specific interest in, or whose studies have covered, areas relevant to IOM programmes and activities;

b) Are holding a scholarship for internship placements in international organizations and/or for whom internship is required to complete their studies; or

c) Are sponsored by governmental/non-governmental institutions and/or academia to work in specific areas relevant to both IOM and the sponsor;

d) are either students approaching the end of their studies and preparing a thesis, or recently graduated, who have less than two years of relevant working experience;

e) are between 20 and 36 years of age.

f) This internship programme will be supporting the Headquarters in Geneva, Switzerland. As this will be a teleworking opportunity and will be required to overlap with the duty station, please consider the time difference in the duty station prior to applying.

g) Depending on experience and location, IOM provides a small monthly stipend to help offset costs.

Other:

The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

No late applications will be accepted.

How to apply

Interested candidates are invited to send their CV to [email protected] , no later than 20 May 2022 by indicating “DOE Internship Application” in the subject of the email. Only shortlisted candidates will be contacted.


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