Administrative Associate

Position Title**: Administrative Associate (Events) (Executive Office)**
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:_**

Under the overall supervision of the Executive Assistant to the Director General and direct
supervision of the Senior Protocol Assistant, the Administrative Associate (Events) (Executive
Office) will be responsible and accountable for the administrative duties within the Executive
Office.

**_ Core Functions / Responsibilities:_**

1. 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.

2. 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; review, record, distribute and process incoming mail and
correspondence; follow-up on pending actions.

3. Arrange duty travels of officials within the Executive Office, including coordination of flights
and accommodations; prepare travel authorizations, security clearance and other requirements
coordination with the Accounting Division and Central Accounting Support.

4. Screen requests for appointments with officials within the Executive Office; maintain calendar
of officials within the Executive Office; 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.

5. 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.

6. 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.

7. Monitor and process administrative actions (human resources, contracts, supply chain,
accounting, finance) in IOM's computerized systems.

8. 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,

9. Perform such other duties as may be assigned.

**_ Required Qualifications and Experience:_**

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

institution with three years of relevant 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**
- Pays attention to detail, and is able to organize paperwork methodically;
- Discreet, detail, client-oriented; and,
- Has patience and is willing 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 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 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.
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