Administrative Assistant

Position Title**: Administrative Assistant (Private Sector Partnerships Division**
**(PSP))**

Duty Station **:Geneva, Switzerland**

Classification**: General Service Staff, Grade G4**
Type of Appointment**: Fixed term, one year with possibility of extension**
Estimated Start Date**: As soon as possible**

Closing Date**: 09 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:_**

The Private Sector Partnerships Division (PSP) sits within the Office of Partnerships, Advocacy
and Communications under the overall oversight of the Director General. PSP builds
partnerships with the private sector that enable IOM's strategic priorities and engage the private
sector as a key stakeholder in migration through impactful and innovative partnerships. PSP
leads strategic outreach and engagement with the private sector and provides Headquarters,
Regional and Country Offices with assistance and expertise relating to initiating, establishing
and maintaining partnerships with the private sector. PSP is responsible for the development
and implementation of IOM’s Private Sector Strategy which provides a framework for how IOM
engages with the private sector to support safe, orderly and regular migration. PSP oversees
engagement with the private sector, establishes and coordinates IOM’s private sector
partnerships due diligence process, builds staff capacity in private sector partnership-building
and oversees the Goodwill Ambassador programme and celebrity partnerships.#

Under the direct supervision of the Head of the Private Sector Partnerships Division, and in
coordination with the Division units, the Administrative Assistant (Private Sector Partnerships
Division (PSP)) will be responsible for performing general administrative and secretarial duties,
in particular:
**_ Core Functions / Responsibilities:_**

1. Assist with administrative matters related to recruitment and onboarding by assembling and
providing information, updating relevant databases and processing requests and other
personnel actions.

2. In collaboration with the colleagues of Information and Communications Technology, Stock,
Common Services, etc., assist in the organization and implementation of onboarding activities
for new colleagues.

3. Perform a variety of general administrative duties related to the day-to-day functioning of the
Division and Head of Division.

4. In coordination with the finance officer, assist in making travel arrangements and process
travel expense reimbursements to invited non-IOM meeting participants.

5. Assist in the organization of meetings, seminars, conferences and workshops, both internal
and external, including carrying out logistics related matters, making arrangements for supplies
and equipment, and selecting information from office files or information management systems
for use by officials.

6. Place and screen telephone calls/teleconferences, book conference rooms, confirm mutually
convenient schedules, arrange appointments, and receive visitors.

7. Draft routine correspondence and process documents. Ensure correct record-keeping, filing
and maintenance of all relevant correspondence.

8. Update the PSP contact database as well as the different calendars of the team, including
important dates and team calendars.

9. Monitor and update records of office assets and stationery supplies as well as office
maintenance requirements.

10. Perform such other duties as may be assigned.

**_ Required Qualifications and Experience:_**

**Education**
- High school diploma with four years of relevant experience; or,
- Bachelor’s degree in Business Administration or a related field from an accredited academic

institution with two years relevant work experience.
** Experience**
- Experience in administrative services or related area; and,
- Prior work experience with international humanitarian organizations, non-government or

government institutions/organization 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.
- Knowledge of IOM/UN regulations, policies and procedures desirable;
- Proficient in Microsoft Office (Word, Excel, Outlook, etc.).
- Ability to multi-task and work efficiently with mínimal supervision.
- Self-starter - easily motivated
- Strong intrapersonal skills demonstrated by the ability to work well in a team.

**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).