Administrative Assistant
vor 3 Wochen
Position Title**: Administrative Assistant (Staff Protocol)**
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**: 20 June 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.
**_ Context:_**
Under the overall supervision of the Senior HR Officer (Staff Protocol) and direct supervision of
the Senior Administrative Assistant (Staff Protocol), and in close collaboration with the DHR
Units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative
Centre (PAC), the Administrative Assistant (Staff Protocol) will be responsible and accountable
for providing support and assistance for the function and activities of the Staff Protocol Unit.
**_ Core Functions / Responsibilities:_**
1. Provide administrative support and assistance for carrying out all transactions of the Staff
Protocol Unit, including preparation of Note Verbals and issuance of the United Nations
Laissez-Passer (UNLP).
the requests for Red UNLP for International Officials at P5 and D1 grades.
3. Process the replacement of lost UNLPs.
documents in accordance with the IOM’s UNLP Guidelines.
documented.
6. Maintain up-to-date work unit files (both paper and electronic) and keep safe the confidential
materials.
7. Assist with maintaining a notification system for the UNLP renewals and communicate with
the concerned staff and their supervisors.
8. Assist the Senior HR Officer (Staff Protocol) and Senior HR Assistant ( Staff Protocol) in
implementation of the UN Digital ID solutions for IOM.
9. Provide technical assistance in organizing internal and external meetings.
10. Assist in providing accurate information on statistics, as well as timely updates on circulars
and official information relating to Staff Protocol matters.
11. Perform such other duties as may be assigned.
**_ 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/certificate 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;
- Experience in providing administrative services or related area;
- Experience in preparing clear and concise communications and coordination of administrative
activities;
- Experience in working in a multilateral system, preferably UN context, with familiarity of the UN
system, its secretariat, agencies, funds, programmes and organizations; and,
- Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook,
etc.), and web-based collaborative platforms like SharePoint and Microsoft Teams.
** Skills**
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn;
- Good communication skills, especially in a multilingual setting; good writing skills;
- Knowledge of IOM/UN regulations, policies and procedures;
- Ability to work effectively and harmoniously within a team of colleagues from varied cultures
and professional backgrounds;
- High sense of responsibility and motivation; and,
- Ability to work with minimum supervision against tight deadlines.
**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-d
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