Job Description

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.

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

The Office of Internal Oversight Services (OIO) reports to the Director General and is responsible for internal audit, investigations, advisory, and evaluations services to IOM.

The Office provides the Director General with independent, objective assurance and systematic review and advice, to add value to and improve the design, delivery and operations of IOM's strategies, programmes and projects. OIO also provides, at the Administration’s request, consulting and advisory services on organizational issues and policies, and conducts independent reviews.

This position, located in the OIO Directorate and reporting to the Director, provides essential administrative support to the Director covering a wide range of administrative actions across various functions, coordinating logistics for meetings, handling sensitive correspondence, managing the Director’s schedule, and supporting the efficient operation of the office through continuous process improvements and effective communication.

Under the direct supervision of the Director, Office of Internal Oversight, the Senior Administrative Associate will provide comprehensive executive, administrative, and logistical support, facilitating smooth office operations, effective workflow coordination, and the efficient handling of sensitive correspondence and processes.

Responsibilities

1. Executive and Administrative Support: Provide comprehensive administrative support to the Director, including coordinating and managing the Director’s schedule; screening and prioritizing appointment requests; arranging meetings; receiving visitors; and responding to inquiries and correspondence, often of a sensitive, confidential, or technical nature.

2. Administrative Operations and Systems Management: Monitor, initiate, and process administrative actions related to human resources, contracts, procurement, finance, accounting, and logistics using IOM’s computerized systems, with accuracy, timeliness, and compliance with established procedures.
3. Human Resources and Budget Administration: Perform a range of administrative duties such as preparing and following up on budget submissions, processing contract extensions, requests for temporary staff, and maintaining leave and attendance records.
4. Coordination and Office Support: Liaise with internal and external units to facilitate the smooth functioning of the Directorate and ensure the timely completion of tasks and workflows.
5. Meetings and Logistics: Provide full administrative and logistical support for meetings, including preparation, coordination, and follow-up actions.
6. Correspondence and Document Management: Review, register, distribute, and track incoming correspondence; follow up on pending actions; draft responses to a broad range of communications; perform quality checks on outgoing documents; and proofread materials to ensure adherence to organizational standards, format, grammar, and style.
7. Records, Systems, and Process Improvement: Create and maintain filing and reference systems; review office procedures and recommend improvements; and update and maintain office websites and related information resources.
8. Perform such other duties as may be assigned. 

Qualifications

Education

• University degree in Business Administration or a related field from an accredited institution with four years of relevant professional experience; or,

• Completed High school / Secondary school education with six years of relevant experience.

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

Experience

• Experience in administrative, office management, human resources, or related roles;

• Experience with IOM systems and procedures is an advantage; and,

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Discreet, details and clients-oriented, patient and willingness to learn new things.

• Organizational skills and attention to detail.

• Ability to handle sensitive and confidential information with discretion.

• Strong communication and interpersonal skills.

• Proficiency in MS Office applications (Word, Excel, PowerPoint).

• Ability to work under pressure and meet deadlines.

• Ability to coordinate multiple tasks and work in a team environment.

• Knowledge of IOM policies, procedures, and operations.

• Familiarity with ICT tools and databases.

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

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 1

• 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 has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
• 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

Required Skills

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