Open to Internal and External Candidates

Position Title : Administrative Assistant (DMPI) (50%)
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 : 18 November 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 Director of the Department of Mobility Pathways and
Inclusion (DMPI), and the direct supervision of the departmental Senior Administrative Assistant,
the Administrative Assistant (DMPI) will be responsible and accountable for providing overall
administrative and secretarial support in the day-to-day management and functioning of
the Department.

Core Functions / Responsibilities:

1. Assist the new employees of the Department with obtaining the assigned ICT equipment and
tools, IOM welcome kit, badge, and the Legitimation Cards; Provide brief induction of the
building’s facilities.

2. Facilitate duty travel arrangements for both the P (Professional) category staff and the
Consultants of the Department; Process Travel Authorizations as well as assist with processing
the Travel Expense Claims for selected staff; Prepare Letter of Invitation (LOI) for external
counterparts.

3. Coordinate office support services for meetings, trainings, seminars, committees, and special
projects and events.

4. Assist with the Department’s procurement requests, including preparing and follow up of
purchase requisitions and other transactions with the relevant divisions and units; Process the
administrative actions related to logistics and procurement.

5. Create background files on assigned subjects in consultation with staff in P (Professional)
category and determine the nature of the supervisor’s requests and compile appropriate
reference documentation and material.

6. Perform a variety of administrative duties, as requested. Coordinate with other divisions and
units and contribute to the smooth running and expedition of work within the Department.

7. Follow-up pending actions; respond to queries and correspondences, often of a sensitive,
confidential, or technical nature.

8. Provide logistical and administrative assistance to the Consultants, Associate Experts, and
Interns.

9. Provide guidance on established procedures and workflows to other support staff of the
Department.

10. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution

with three 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, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way; and,
• Discreet, details and clients-oriented, patient and willingness 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 are 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

Work percentage is 50%.

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.

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 18 November 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 05.11.2024 to 18.11.2024

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 21 (GS) Administrative Assistant (Department of Mobility Pathways and Inclusion
(DMPI)) (50%) (G5) Geneva, Switzerland (59252187) Released
Posting: Posting NC59252188 (59252188) Released