Administrative Assistant (DPR)

Position Title: Administrative Assistant (DPR)

Duty Station: Geneva, Switzerland

Job Code: VN 2023 14 (GS)

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: 25 December 2023

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 for this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:
The Department of Policy and Research (DPR) coordinates and spearheads IOM’s work in the areas of migration policy, law and research, and international migration law, as well as supporting knowledge management, and encouraging learning and innovation, to contribute to good migration governance. This is achieved by fostering and strengthening the interlinkages between, and promoting systemic approaches to, institutional policy coordination and development, migration research, knowledge creation and management, innovation and learning across the Organization, as well as delivery of advice to and enhancing the capacity of internal and external stakeholders on migration policy, research, and international migration law.

Under the overall supervision of the Director, Department of Policy and Research, and direct supervision of the Senior Administrative Assistant, the Administrative Assistant will be responsible and accountable for providing administrative and logistical support to the Department of Policy and Research and its divisions/units.

Core Functions / Responsibilities:

1. Provide administrative and secretarial support to the divisions/units of the Department of Policy and Research.
2. Provide administrative and logistical support to the organisation of meetings, workshops, training, or other relevant events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, and translation of documents and publications.
3. Support with the travel arrangements for the staff of the Department, Consultants and Interns and other invited non-IOM staff.
4. Perform a variety of administrative duties; contribute to the budget preparation and reporting, and coordinate with other units to ensure smooth running and expedition of work within the Department.
5. Process and monitor administrative actions (contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems.
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. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update the Department’s websites.
8. Check full compliance of administrative activities with IOM rules and regulations, policies and strategies, and implementation of any relevant internal standard operating procedures (SOPs).
9. Substitute the Senior Administrative Assistant during the absence on leave.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Business Administration or a related field from an accredited academic institution with three years of relevant experience; or
• High school degree/certificate with five years of relevant experience.

Experience

• Experience in administrative services or related areas; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.

Skills

• Demonstrated ability to prepare clear and concise communications and coordination of

administrative activities;

• Ability to work independently against tight deadlines;
• Good organizational skills with the ability to multi-task;
• Knowledge of IOM/UN regulations, policies, and procedures is desirable;
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint etc.);
• Attention to detail, ability to organize paperwork in a methodical way; and,
• Discreet, detail-oriented and client-oriented, patient, and willing to learn new things.

Languages

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

For this position, fluency in English and French is required (oral and written). Working knowledge of Spanish and another UN language 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, and 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 in Geneva, Switzerland on the respective closing date. No late applications will be accepted.