Administrative Associate

Position Title**: Administrative Associate**
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**: 01 January 2025**

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.

**_ Context:_**

This position is to provide administrative assistance to the Global Shared Services (GSS),
Change Management Division (CMD) and the Management Support Team (MST).

Under the overall and direct supervision of the Director, GSS, and in close coordination with the
Chief, Change Management Division (CMD) and Chief, Management Support Unit, the
Administrative Associate will be responsible and accountable for providing administrative
services, including budget preparation and expenditure tracking for the three offices, support to
human resources, procurement and other resource management of the three offices.

**_ Core Functions / Responsibilities:_**

1. Arrange appointments; receive visitors; place and screen telephone calls; respond to queries
and correspondence, including a sensitive, confidential or technical nature.

2. Coordinate office support services for meetings, trainings, seminars, committees, and special
projects and events; attend meetings, prepare minutes, monitor follow-up activities; make
arrangements for formal editing, translation, etc., of documents and publications.

3. Review, record, distribute and process incoming mail and correspondence; follow-up on
pending actions; prepare draft responses to a wide range of correspondence and other
communications, often requiring knowledge of technical terminologies and/or detailed office
procedures; carry out quality control functions for outgoing documents; proofread texts for
adherence to format, grammar, punctuation and style.

4. Perform a variety of administrative duties, e.g. contract extensions and requests for
temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate
with other units to ensure smooth running and expedition of work within the unit.

5. 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.

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

7. Create, organize and maintain the work unit’s filing and reference systems; review the
efficiency of office procedures and make recommendations for improvements; update office
websites.

8. Perform other duties as required.

**_ Required Qualifications and Experience:_**

**Education**
- Bachelor’s degree in Business Administration or related fields from an accredited institution

with three years of relevant professional experience; or,
- High school diploma with five years of relevant experience.

**Experience**
- Prior work experience with international humanitarian organizations, non-government or

government institutions/organization in a multi-cultural setting is an advantage.
** Skills**

Townhall, Zoom;
- Attention to accuracy and detail, ability to organize paperwork in a methodical way; and,
- Discreet 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 is 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

**_ 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 peo