Administrative Assistant at IOM

Position Title: Administrative Assistant

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: 20 December 2021

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 United Nations established a Network on Migration (Network) to ensure effective, timely and coordinated system-wide support to Member States to implement, follow-up and review the Global Compact for Safe, Orderly and Regular Migration (GCM).

The Network consists of members of the UN system for whom migration is of relevance. The Network operates with IOM as the Coordinator, and an Executive Committee (EC) which provides overall guidance and sets strategic priorities. The Network’s Executive Committee members are ILO, IOM, OHCHR, UN DESA, UNDP, UNHCR, UNICEF and UNODC and WHO.

A Network secretariat has been established to support the work, under the overall authority of the Director General of IOM, who serves as the Network Coordinator. The secretariat is responsible for servicing the work of the Network and is based in IOM Headquarters in Geneva.

The European Commission Directorate-General for International Partnerships has decided to support IOM in its capacity of Coordinator of the Network, in the roll-out of the strategic deliverables of its workplan which including enhancing capacity building efforts for GCM implementation, follow up and review in countries and regions and, supporting a Knowledge Platform and a Connection Hub. Through the European Union (EU) – United Nations (UN) Migration Capacity Building Programme, the Network will provide joined-up capacity building support to three GCM champion countries.

In addition, the Network is providing support to the GCM’s first International Migration Review Forum (IMRF) in 2022.

Under the overall supervision of the Head of the Secretariat, and the direct supervision of the Senior Programme Manager, the successful candidate will be responsible for assisting with the implementation of all project activities in compliance with IOM internal policies and procedures as well as the requirements of the EU. In addition, they will provide day-to-day administrative support for the secretariat, in coordination with the Resources Management Officer.

Core Functions / Responsibilities:

1. Perform general administrative tasks to support project implementation, including the preparation and/or processing of administrative requests/documents (e.g., procurement documents, purchase requisitions, travel requests, contracts, expenditure authorizations, etc.).
2. Assist with the implementation of all project activities in compliance with IOM internal policies and procedures as well as the requirements of the EU.
3. Assist in organizing trainings and other capacity building activities related to the project workplan.
4. Assist in drafting notes and reports from meetings, trainings, and other events.
5. Support the selection, contracting, travel, and monitoring of experts to support Technical Assistance.
6. Assist in organizing project events, meetings, and seminars in collaboration with IOM CountryOffices and external stakeholders.
7. Research, compile, and draft information materials, presentations and other visibility materials for reports, plans, studies, briefings, training, meetings/conferences, etc.
8. Undertake duty travels and participate in meetings and/or events as required;
9. Provide administrative and logistical support to the Network Secretariat in preparation for theInternational Migration Review Forum.
10. Help maintain Network contact list including UN, Member States and other relevant stakeholders.
11. Help maintain up-to-date work unit files (both paper and electronic) for the secretariat.
12. Support the office with general administrative duties, as necessary.
13. Perform such other duties as may be required.

Required Qualifications and Experience:

Education

• University degree in Political Science, Migration Studies, International Relations, or a related field from an accredited academic institution with three years of relevant experience, preferably in similar roles; or,

• Completed High School / Secondary School education with five years of relevant experience.

Experience

• Demonstrated experience working in a global team;

• Previous work experience with national, regional or international public bodies would be an advantage;

• Experience in preparing clear and concise communications and coordination of administrative activities.

Skills

• Demonstrated proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint is required;

• Knowledge of IOM/UN regulations, policies, and procedures;

• Excellent administrative and organizational skills, and knowledge of IOM administrative procedures is highly desirable; and,

• Ability to work independently against tight deadlines.

Languages

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

For this position, fluency in English and working knowledge in French 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 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.

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.