Administrative and Finance Assistant

Position Title**: Administrative and Finance Assistant (DMC)**
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**: 19 December 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:_**

IOM’s Department of Media and Communications (DMC) is comprised of experienced
communications professionals based in Geneva and Manila.

The team provides advice and support on media and public information issues to IOM
Headquarters and Regional and Country Offices worldwide. It is responsible for direct media
relations with UN-accredited Geneva press corps and others, administers IOM’s global social
media accounts and website, and manages content submitted from around the world to be
published on those global platforms, oversees institutional branding and initiates and manages
global information campaigns. DMC produces a wide range of print and audio-visual materials
for a variety of audiences to enhance understanding about IOM’s work and its position as the
leading UN agency in the field of migration, and to advocate on behalf of the rights of migrants
worldwide.

Under the overall supervision of the Deputy Director of DMC and direct supervision of the
Secretary / Administrative Assistant, the Administrative and Finance Assistant (DMC) will be
responsible and accountable for providing assistance and support on all financial matters of
DMC.

**_ Core Functions / Responsibilities:_**

1. Assist the Secretary/ Administrative Assistant in financial management matters including:
managing DMC financial reporting requirements; coordinating budgets, creating vendor records;
submitting payment requests; undertaking financial reconciliations and acquittals; monitoring
budget consumption and accounted transactions; maintaining financial and supporting records.

2. Verify that salaries are correctly allocated to the respective programmes / projects
consistently with IOM's projectization criteria.

3. Assist the Programme / Project Managers throughout the programme/project cycle to enable
compliance with IOM’s Accounting Policies and Procedures and any donor specific
requirements.

4. Assist and coordinate with the preparation of the project financial reports in accordance with
IOM and donor regulations, requirements and established procedures.

5. Prepare travel requests and provide general administrative support and assistance to the
DMC senior officials.

6. Perform such other duties as may be assigned.

**_ Required Qualifications and Experience:_**

**Education**
- University degree in Accounting, Business Administration, or a related field from an accredited

academic institution with three years of relevant experience; or
- Completed High School/Secondary School education with five years of relevant experience.

**Experience**
- Minimum of three years (five years for Bachelor’s degree holders) of experience in

administrative and finance support roles;
- Experience in budget, donor relations, travel assistance, meeting organization;
- Experience in preparing reports, correspondence, analysis, etc. for a professional audience;
- Experience in consulting, negotiating and liaising effectively with a diverse audience

(governments, international agencies, other stakeholders and providers);
- Experience in usage of computers and office software packages (MS Word, Excel, etc.) and

experience in handling of web-based management system ;
- Experience working in high pressure environments, managing tight deadlines and multiple

priorities; and,
- Work experience with an intergovernmental organization, international non-governmental

organization, or diplomatic missions is preferred.
** Skills**
- Proficient with Microsoft Office 365, Windows, Office, and Outlook, and desktop software
- Excellent attention to details is required;
- Good communications skills;
- Ability to work with administrative and financial processes;
- Ability to multi-task, prioritize and work independently
- Good writing skills in English is required; and,
- Knowledge on IOM internal policies, processes, and procedures related to administrative,

procurement is 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) required will be specifically evaluated during