Open to Internal and External Candidates

Position Title : Senior Administrative Associate to the Deputy Chief of Staff
Duty Station : Geneva, Switzerland

Classification : General Service Staff, Grade G6
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:

Under the overall supervision of the Deputy Chief of Staff and direct supervision of the Senior
Administrative Associate to the Chief of Staff, the Senior Administrative Associate to the Deputy
Chief of Staff will be responsible and accountable for providing administrative support to the
Deputy Chief of Staff within the Executive Office. The incumbent will carry-out the following
duties:

Core Functions / Responsibilities:

1. Manage and monitor a large and diversified volume of complex correspondence and
documentation, often of confidential and sensitive nature; ensure appropriate routing, reply,
prioritization, accuracy, consistency, informal translation and timeliness.

2. Serve as reference point regarding the duties of the office; draft correspondence and reply to
enquiries; provide guidance on procedural and administrative requirements.

3. Conduct research and prepare briefing material for officials in the Executive Office; select a
variety of information from various sources and present findings in appropriate form.

4. Maintain the calendar of officials within the Executive Office, mainly that of the Chief of Staff,
and schedule appointments and meetings; arrange travels and visits, notifying organizations
and officials to be visited, receive visitors.

5. Interact with relevant units within IOM to check timely submission of inputs to publications,
reports and other documentation; review documents and make changes to their formal or style
in accordance with standard practice.

6. Coordinate the logistic arrangements of meetings with high-level officials including all
preparation, delivery and follow-up activities with internal and external partners and participants;

draft briefing information to support the supervisor's participation in meetings, councils, and
programme activities.

7. Monitor and process administrative actions (human resources, contracts, procurement,
accounting, finance, logistics) in IOM's computerized systems.

8. Provide guidance to staff on relevant administrative issues; train and coordinate the work of
other office support staff in the Office / Department.

9. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

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

with four 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, 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 are 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 2

• 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 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 26 (GS) Senior Administrative Associate to the Deputy Chief of Staff (G6) Geneva,
Switzerland (59318311) Released
Posting: Posting NC59318312 (59318312) Released