Administrative and Finance Assistant (GFMD) At International Organization for Migration

Position Title: Administrative and Finance Assistant (GFMD)

Job Code: VN 2024 06 (GS)

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G5

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

Estimated Start Date: As soon as possible

Closing Date: 25 April 2024

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 Global Forum on Migration and Development (GFMD) is a voluntary, non-binding, informal dialogue open to all Member States and Observers of the United Nations. It is currently the largest State-led, multistakeholder dialogue on migration and development active at global level. Established in 2007, the GFMD addresses the multi-dimensional aspects of international migration and its interlinkages with development; it fosters cooperation and partnerships bringing together government expertise from different regions, sectors, and levels of government; it promotes multistakeholder engagement with a broad range of actors including civil society, the private sector, local and regional governments, Youth, international organizations and Regional Consultative Processes.

The GFMD is led by a rotating Chair-in-Office. The Forum holds preparatory meetings and workshops throughout the mandate of each Chair-in-office culminating in a high-level Summit. A GFMD Secretariat hosted by the International Organization for Migration (IOM) provides administrative, logistical and financial support to the Forum and the rotating Chair-in-office.

Secretariat core functions:

• Support the meetings of the GFMD Troika, Steering Group, Friends of the Forum and GFMDWorking Groups;
• Assist the Chair in the preparation and conduct of preparatory meetings in Geneva;
• Support the organization of the Summit;
• Facilitate the information flow among GFMD stakeholders on the Chair’s programme and activities of stakeholders active in the Forum, including GFMD mechanisms;
• Assist the Chair in financial management and fundraising for the Forum;
• Coordinate and provide support to the GFMD Steering Group and Sub-Groups, Mechanisms and Working Group;
• Be responsible for Data Management including the Platform for Partnerships (PfP), core communication functions and Website;
• Summarize practices and member states’ input;
• Coordinate reporting to other fora including the Global Compact for Safe, Orderly and RegularMigration (GCM) and the Agenda 2030.

IOM provides oversight to the GFMD Secretariat on administrative, financial, and Human Resources management matters.

Under the general administrative oversight of the IOM Head of International Partnerships Unit (IPU), within the Partnership Division of the Office for Partnerships, Advocacy and Communications, and under the functional oversight of the GFMD Chair-in-Office, or in its absence the GFMD Troika, and under the direct supervision of the Head of GFMD Secretariat, the Administrative and Finance Assistant (GFMD) will be responsible and accountable for providing administrative and financial support to the GFMD Secretariat.

Core Functions / Responsibilities:

1. Assist the Head of GFMD Secretariat in financial management matters including managing GFMD financial reporting requirements; preparing various background information, reference materials and generating statistical reports; coordinating budgets, creating vendor records; submitting payment requests; undertaking financial reconciliations and acquittals; monitoring budget consumption and accounted transactions; maintaining financial and supporting records.
2. Assist in tracking GFMD international contributions and maintaining the relevant records including donor agreements and letters of intent or Notes Verbales; coordinating and drafting letters for the Chair-in-Office to acknowledge pledges and contributions received; supporting the preparation of the financial and narrative reports to donors.
3. Update the Focal Points directory and prepare, coordinate and send out official communication, in coordination with other members of the Secretariat team as required;
4. Coordinate with relevant IOM Offices/Departments/Units matters related to administrative, financial and logistical support to be provided by the Secretariat to the GFMD.
5. Provide logistical, technical and administrative assistance for the organization of GFMDpreparatory meetings, roundtable preparations, GFMD Working Group meetings, thematic workshops, other GFMD events and the final Summit, including supervising the registration process, promoting maximum participation of all stakeholders, communicating practical and logistical information.
6. In coordination with relevant IOM Offices/Departments/Units, assist travel-related arrangements, invitation letters, etc., and processing the payments for GFMD funded delegates.
7. Provide administrative support for the Head of GFMD Secretariat and other duly authorized Secretariat staff.
8. Assist the Head of GFMD Secretariat and Secretariat staff with the maintenance of GFMD website, filing of documents, and Platform for Partnerships, office operations in coordination with relevant IOM Offices/Departments/Units.
9. Provide support in managing the GFMD Platform for Partnership, by searching and uploading practices and resources in the database.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration, Public Administration, 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

• Minimum three years of experience in administrative and finance support roles;
• Experience in budget, donor relations, travel assistance, meeting organization;
• Experience in preparing reports, correspondence, analysis, etc. for a professional audience;
• Experience in consulting, negotiating, and liaising effectively with a diverse audience(governments, international agencies, other stakeholders, and providers);
• Experience working in high-pressure environments, managing tight deadlines and multiple priorities; and,
• Work experience with an intergovernmental organization, international non-governmental organization, or diplomatic mission is an advantage.

Skills

• Ability to work with administrative and financial processes;
• Problem solver, demonstrated ability to think critically and creatively to resolve complex problems.
• Good communication skills; with the ability to convey information accurately and professionally to various stakeholders;
• Good writing skills in English; capable of drafting clear and concise documents, including emails, reports, and official correspondence;
• Experience in usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling web-based management systems are required; and,
• Knowledge of IOM internal policies, processes, and procedures related to administrative, procurement, and human resources is an advantage.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and 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 five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, make people feel safe, respected, and fairly treated.

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 actions 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

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.

This selection process may be used to staff similar positions in various departments. 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.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification 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 in Geneva, Switzerland on the respective closing date. No late applications will be accepted.