Senior Administrative Assistant

Job Identification (Reference Number): 17671
Position Title: Senior Administrative Assistant
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-6
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: 30 November 2025

Introduction

IOM has been engaged in migration, environment, climate change and disaster risk reduction efforts since the early 1990s. IOM's vision is to support States in their efforts to achieve safe, orderly, and regular international migration and to ensure that all people on the move and those internally displaced by the adverse impacts of climate change, environmental degradation, and disasters, are assisted and protected. In this regard, IOM`s activities reinforce local and national initiatives to prevent and prepare for disasters and related population movements, provide emergency assistance and protection where displacement cannot be avoided, and foster post-disaster recovery solutions and resilience-building.

In line with IOM's Strategic Plan , the Climate Road Map and the Institutional Strategy on Migration, Environment and Climate Change , IOM's Climate Change programming is informed by the following three broad objectives in managing environmental migration, intervening at each stage of the migration cycle:

1. "Solutions for people to move" - Managing migration in the context of climate change, environmental degradation, and disasters due to natural hazards.
2. "Solutions for people on the move" - Assisting and protecting migrants and displaced persons in the context of climate change, environmental degradation, and disasters due to natural hazards.
3. "Solutions for people to stay" - Making migration a choice by building resilience and addressing the adverse climatic and environmental drivers that compel people to move.

Under the direct supervision of the Director of Climate Action Division, the Senior Administrative Assistant will provide general secretarial and administrative support to the Climate Action Division.

1. Assist the Director and Head and Chief of Climate Action Unit and Climate Mobility Innovation Labs Unit and in all administrative tasks, ranging from planning meetings, organizing duty travel (TDY), coordinating with other Departments in relation to the Division Director's responsibilities and scope of activities
2. Provide overall logistical and administrative assistance to all staff in CAD, as needed.
3. Assist with planning and organizing divisional meetings, taking notes during the meetings and streamlining work processes across the Department.
4. Initiate, update, follow-up and proceed with the payment of local Consultancy Contracts. Coordinate with Divisional focal points requiring the Consultancy Contracts and ensure that all steps are being followed from the recruitment until the payment of the consultancy fees.
5. Coordinate with relevant units including the department of Human Resources (DHR) on contracts and ensure that all Division staff members/Consultant/Interns are equipped with badge/e-mail account/carte de legitimation in due course.
6. Assist CAD in procurement, budget and payment procedures, as required.
7. Coordinate and supervise the Travel Request (TR) processing for CAD.
8. Perform such other duties as may be assigned.

Education

• High school diploma with six years of relevant experience; or,
• Bachelor's degree in Business Administration, Social Science, International Relations, or related fields from an accredited institution with four years of relevant professional experience.

Experience

• Experience working in an international organization; and,
• Proven experience in record keeping, reporting, and project implementation.

Skills

• Experience working in an international organization; and,
• Proven experience in record keeping, reporting, and project implementation.

Languages

For this position, fluency in English are required (oral and written). Working knowledge of French is highly desirable and another official UN language (Arabic, Chinese, Russian, and Spanish) is an advantage.

IOM's official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments

Required Competencies IOM's competency framework can be found at this link. Competencies will be assessed during the selection process Values - all IOM staff members must abide by and demonstrate these three 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: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators - Level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization's priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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