Open to Internal and External Candidates

Position Title : Administrative and Finance Assistant (DMC)
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 : 19 December 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:

IOM’s Department of Media and Communications (DMC) is comprised of experienced
communications professionals based in Geneva and Manila.

The team provides advice and support on media and public information issues to IOM
Headquarters and Regional and Country Offices worldwide. It is responsible for direct media
relations with UN-accredited Geneva press corps and others, administers IOM’s global social
media accounts and website, and manages content submitted from around the world to be
published on those global platforms, oversees institutional branding and initiates and manages
global information campaigns. DMC produces a wide range of print and audio-visual materials
for a variety of audiences to enhance understanding about IOM’s work and its position as the
leading UN agency in the field of migration, and to advocate on behalf of the rights of migrants
worldwide.

Under the overall supervision of the Deputy Director of DMC and direct supervision of the
Secretary / Administrative Assistant, the Administrative and Finance Assistant (DMC) will be
responsible and accountable for providing assistance and support on all financial matters of
DMC.

Core Functions / Responsibilities:

1. Assist the Secretary/ Administrative Assistant in financial management matters including:
managing DMC financial reporting requirements; 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. Verify that salaries are correctly allocated to the respective programmes / projects
consistently with IOM's projectization criteria.

3. Assist the Programme / Project Managers throughout the programme/project cycle to enable
compliance with IOM’s Accounting Policies and Procedures and any donor specific
requirements.

4. Assist and coordinate with the preparation of the project financial reports in accordance with
IOM and donor regulations, requirements and established procedures.

5. Prepare travel requests and provide general administrative support and assistance to the
DMC senior officials.

6. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Accounting, Business Administration, 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 of three years (five years for Bachelor’s degree holders) 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 in usage of computers and office software packages (MS Word, Excel, etc.) and

experience in handling of web-based management system ;

• 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 missions is preferred.

Skills

• Proficient with Microsoft Office 365, Windows, Office, and Outlook, and desktop software

applications.

• Excellent attention to details is required;
• Good communications skills;
• Ability to work with administrative and financial processes;
• Ability to multi-task, prioritize and work independently
• Good writing skills in English is required; and,
• Knowledge on IOM internal policies, processes, and procedures related to administrative,

procurement 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

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 19 December 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 06.12.2024 to 19.12.2024

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 24 (GS) Administrative and Finance Assistant (DMC) (G5) Geneva, Switzerland
(59316309) Released
Posting: Posting NC59316310 (59316310) Released