Consultant - Administrative Support

vor 2 Wochen

Genf, Genf, Schweiz International Organization for Migration Vollzeit

Position Title
:
Consultant - Administrative Support

Duty Station
:
Geneva, Switzerland

Classification
:
Consultant, Grade Other

Type of Appointment
:
Consultant, six months with possibility of extension

Estimated Start Date
:
As soon as possible
Closing Date
: 26 March 2024

  • Established in 1951, IOM is a Related Organization of the United Nations, and as the leading_
  • UN agency in the field of migration, 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._

_ Context:
_

Project Context and Scope
The Department of Legal Affairs, headed by the Legal Counsel, is responsible for ensuring that
the Organization's activities are carried out in accordance with the constitutional and other
relevant provisions adopted by its governing bodies, and that its relations with governments,
organizations, private institutions and individuals have a sound legal basis. It provides advice on
constitutional issues, the privileges and immunities of the Organization and its staff, contractual
issues and staffing matters, among others. It also provides advice to field offices and
Headquarters to ensure that personal data of IOM beneficiaries are collected, used, transferred
and stored in accordance with the IOM data protection legal framework. The Department
comprises three divisions at Headquarters and a number of regional legal hubs.

Organizational Department / Unit to which the Consultant is contributing:
The Category A Consultant will work under the overall supervision of the Legal Counsel and the
direct supervision of the Senior Legal Assistant, providing administrative support services and
assistance to the Legal Counsel and Senior Legal Assistant, as well as other staff members
working in the Office of Legal Affairs (LEG).

_ Core Functions / Responsibilities:
_

Tasks to be performed under this contract

  • Assistance in preparing, coordinating with the Executive Office, delivering and mailing LEG
correspondence and other documents.

  • Support to the Legal Counsel on administrative matters, including but not limited to arranging
meetings, both virtual and in person, travel, procurement, recruitment, etc.

  • Preparation of folders for governing bodies meetings and other meetings to be attended by
the Legal Counsel.

  • Submission to the Legal Counsel of correspondence, certificates and other documents for
signature.

  • Maintenance of the LEG inbox, receiving incoming requests and referring them to the
corresponding Senior Legal Officer for assignment.

  • Assistance with registering and filing of documents of legal relevance, including agreements,
certificates and correspondence.

  • Assist with urgent administrative tasks not otherwise covered by the decentralized
administrative support.

Performance indicators for evaluation of results

  • Timely dispatch of correspondence and legal documents.
  • Efficient and effective management of requests and queries coming from within the Office of
Legal Affairs and other IOM departments.

  • Maintenance of hard copy and electronic files of the department.
  • Timely processing of administrative tasks related to payment processing, making travel
arrangements, processing travel requests and expense claims, monitor departmental
timekeeping records, organize conference calls or meetings, participate in meetings and
prepare minutes.

_ Required Qualifications and Experience:
_

Education, experience and/or skills required

  • University degree in Business Administration or any related field from an accredited academic
institution, with at least two years of relevant professional experience in administrative support in
legal department; experience in an international organization an advantage; or

  • Completed High School degree from an accredited academic institution with four years of
relevant professional experience in a law firm or a legal office.

Experience

  • Experience in providing administrative support in an intergovernmental organization is highly
desirable;

  • Experience dealing with strict deadlines and confidential information;
  • Experience in research and preparation of documents is desirable; and
  • Experience dealing with high‐level counterparts and diplomatic missions would be an
advantage.

Skills

  • Proficiency in electronic research of documents;
SharePoint,etc.) and filing systems; and

  • Editing skills in English, French and/or Spanish would be 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) re

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