Administrative Assistant

Job Identification (Reference Number)**:16041**
Position Title**:Administrative Assistant (Office of the Legal Counsel (LEG)) (G)**
Duty Station City**:Geneva**
Duty Station Country**:Switzerland**
Grade**:G-5**
Contract Type**:Fixed-term (1 year with possibility of extension)**
Recruiting Type**:General Service Staff**
Vacancy Type**:Vacancy Notice**
Initial duration**:1 year with possibility of extension**
Closing date**:20 August 2025**

**Introduction**

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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.

**Context**

The Office of Legal Affairs (LEG) provides legal advice to the Director General, the Deputy Directors General, Regional Offices, Country Offices, and other Departments and Offices of the Organization. The Office provides support to ensure that the activities and operations of the Organization are carried out in accordance with the legal framework governing IOM, including the IOM Constitution, decisions of the governing bodies of IOM, the Unified Staff Regulations and Rules, the Financial Regulations and Rules, IOM internal governance and administrative instruments and international law.

The Office of Legal Affairs is comprised of the Office of the Legal Counsel, the Institutional Law and Programme Support Division (LEGPS), the Contract Law Division (LEGCR), the General and Administrative Law Division (LEGGL), as well as Regional Legal Hubs.

Under the overall supervision of the Deputy Director of the Office of Legal Affairs (LEG) and direct supervision of the Senior Legal Assistant in Headquarters, the Administrative Assistant (Office of Legal Affairs) will provide administrative support services and assistance to the Office of Legal Affairs.

RESPONSIBILITIES
Screen requests for appointments with senior legal management; maintain the relevant calendars; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature.
- 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.
- 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.
- 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.
- 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.
- Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems.
- Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites and SharePoint pages.
- Perform such other duties as required.

**QUALIFICATIONS
Education**
- High school diploma with five years of relevant professional experience; or,
- University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

**Experience**
- A minimum of three years (five years for completed high school/ secondary school education) of relevant demonstrated professional experience;
- Experience in procurement processes;
- Experience in organizing conferences and events;
- Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable;
- Experience dealing with deadlines and confidential information;
- Experience in resear