Senior Administrative Assistant

Position Title : Senior Administrative Assistant

Duty Station : Geneva, Switzerland

Classification : General Service Staff, Grade G6

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

Estimated Start Date : As soon as possible

Closing Date : 16 March 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 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. Furthermore, 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 direct supervision of the Director, Department of Operations and Emergencies, the successful candidate will provide general secretarial and administrative support to DOE.

Core Functions / Responsibilities:

1. Assist the Director of DOE in all administrative tasks, ranging from planning meetings, organize TDYs, coordinate with other Departments in relation to the DOE Director’s responsibilities and scope of activities.

2. Provide overall logistical and administrative assistance to all DOE colleagues, as needed.

3. Initiate, update, follow-up and proceed with the payment of local consultancy contracts. Coordinate with Divisions requiring the contract and ensure that all steps are being followed from the hiring step until the payment of the consultancy fees is done.

4. Coordinate with the DRM-ESU Human Resources Officer (HRO) on contracts and ensure that all DOE staff members/consultant/interns are equipped with badge/e-mail account/carte de legitimation in due course

5. In coordination with DRM-ESU HRO, provide guidance to DOE staff members on the issuance of contracts, organization of events.

6. Assist DOE Divisions in the procurement and payment procedures, as required.

7. Oversee the Travel Authorization (TA) processing and replace the DOE Administrative Assistant when absent.

8. Oversee the Internship recruitment for DOE and be able to replace the DOE Administrative Assistant when absent.

9. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration, Social Science, International Relations or a related field from an accredited academic institution with four years of relevant experience; or

• Completed High school / Secondary school education with six years of relevant experience.

Experience

• Experience working in an international organization;

• Proven experience in record keeping, reporting and project implementation.

Skills

• Ability to coordinate project activities with input from colleagues and external partners for the achievement of results; and,

• Ability to work independently according to established structures and guidelines, including administrative requirements, and maintain coordination with colleagues and supervisor.

Languages

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

For this position, fluency in English is required (oral and written). Working knowledge of Arabic, French, Spanish and/or local 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

1 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.