Administrative Assistant

Position Title**: Administrative Assistant**
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**: 22 September 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 Deputy Chief of Staff and direct supervision of the
Executive Assistant to the Director General, the Administrative Assistant will be part of the
Administrative Support Unit which is responsible for the administrative duties within the
**_ Core Functions / Responsibilities:_**

1. 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.

2. 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.

3. 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.

4. 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.

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, procurement,
accounting, finance, logistics) 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.

9. Perform other duties as required.

**_ Required Qualifications and Experience:_**

**Education**
- Bachelor’s degree in Business Administration or related fields from an accredited academic

institution with three years of relevant professional experience; or,
- High school diploma with five years of relevant professional 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 and 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 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-day challenges.
- **Courage**: Demonstra