Administrative Assistant At International Organization for Migration

Position Title: Administrative Assistant

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: 07 December 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.

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Context:

The Administrative Assistant will be working under the direct supervision of the Migration Network Senior Trust Fund Manager.

Core Functions / Responsibilities:

1. Provide all administrative and logistical support to the Migration Compact Fund Management Unit of the Network Secretariat.
2. Provide all administrative and logistical support to meetings of the Migration Compact Fund Steering Committee.
3. Provide support regarding finance, travel and human resource issues.
4. Maintains contact list of key stakeholders with the Migration Compact Fund including UN, Member States and with other relevant stakeholders.
5. Support coordination of arrangements for seminars, conferences, events and meetings.
6. Maintain up-to-date work unit files (both paper and electronic).
7. Draft routine correspondence, monitors and oversees the flow of documents and communications from the Fund Management Unit.
8. Coordinate and liaise frequently with team members.
9. Schedule meetings and appointments for the Fund Management Unit.
10. Ensure proper IT maintenance of office equipment.
11. Support the Office with general administrative duties, as necessary.
12. Perform such 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 of relevant experience; or
• Completed High school / Secondary school education with four years of relevant experience.

Experience

• Experience in administrative services or related area;
• Experience in preparing clear and concise communications and coordination of administrative activities;
• Experience in working in a multilateral system, preferably UN context, with deep familiarity of the UN system, its secretariat, agencies, funds, programmes and organizations; working also closely with international agencies, NGOs and other stakeholders, and governments;
• Experience with strategic planning.

Skills

• Ability to work independently against tight deadlines;
• Knowledge of IOM/UN regulations, policies and procedures;
• Resilience and a good sense of humour;• Ability to anticipate and mitigate against issues; • Solid computer skills.

Languages

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

For this position, fluency in 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

• 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.