Open to Internal and External Candidates
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 : 22 September 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:
Under the overall supervision of the Deputy Chief of Staff and direct supervision of the
Executive Assistant to the Director General, the Administrative Assistant will be part of the
Administrative Support Unit which is responsible for the administrative duties within the
Executive Office. The successful candidate will carry-out the following duties:
Core Functions / Responsibilities:
1. Arrange duty travels of officials within the Executive Office, including coordination of flights
and accommodations; prepare travel authorizations, security clearance and other requirements
for travel such as visa applications, travel advances, etc; finalize travel expense claims in
coordination with the Accounting Division and Central Accounting Support.
2. Screen requests for appointments with officials within the Executive Office; maintain calendar
of officials within the Executive Office; confirm mutually convenient schedules and arrange
appointments; receive visitors; place and screen telephone calls; respond to queries and
correspondence, often of a sensitive, confidential or technical nature.
3. Coordinate office support services for meetings, trainings, seminars, committees, and special
projects and events; attend meetings, prepare minutes, monitor follow-up activities; make
arrangements for formal editing, translation, etc., of documents and publications.
4. Review, record, distribute and process incoming mail and correspondence; follow-up on
pending actions; prepare draft responses to a wide range of correspondence and other
communications, often requiring knowledge of technical terminologies and/or detailed office
procedures; carry out quality control functions for outgoing documents; proofread texts for
adherence to format, grammar, punctuation and style.

5. Perform a variety of administrative duties, e.g. contract extensions and requests for
temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate
with other units to ensure smooth running and expedition of work within the unit.
6. Research, compile, and organize background information and reference materials from
various sources for reports, briefs and speeches; generate a variety of statistical and other
reports from various databases.
7. Monitor and process administrative actions (human resources, contracts, procurement,
accounting, finance, logistics) in IOM's computerized systems.
8. Create and maintain the work unit’s filing and reference systems; review the efficiency of
office procedures and make recommendations for improvements; update office websites.
9. Perform other duties as required.
Required Qualifications and Experience:
Education

• Bachelor’s degree in Business Administration or related fields from an accredited academic

institution with three years of relevant professional experience; or,

• High school diploma with five years of relevant professional experience.

Experience

• Prior work experience with international humanitarian organizations, non-government or

government institutions/organization in a multi-cultural setting is an advantage. Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, Power Point, E-mail, Outlook;
• Pays attention to detail, and is able to organize paperwork methodically;
• Discreet, detail and client-oriented; and
• Has patience and is willing to learn new things.

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 and French is required (oral and written). Working
knowledge of another official UN language (Arabic, Chinese, 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
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 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, makes 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 Geneva, Switzerland on the respective closing date. No
late applications will be accepted.
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 22 September 2024 at the latest, referring to this advertisement.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment
system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information please refer to: www.iom.int/recruitment
Posting period:
From 09.09.2024 to 22.09.2024
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview,
processing, training or other fee). IOM does not request any information related to bank
accounts.
Requisition: VN 2024 16 (GS) Administrative Assistant (G5) Geneva, Switzerland (59135650) Released
Posting: Posting NC59135651 (59135651) Released