INT 2017/04-Intern (Administrative Support-Legal)-Geneva, Switzerland

Position Title :Intern (Administrative Support-Legal)

Duty Station :Geneva, Switzerland Classification Intern, Grade OTHE

Type of Appointment : Internship, 3 months with possibility of extension Estimated Start Date :As soon as possible

Closing Date : 07 March 2017

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:

The Office of Legal Affairs (LEG) provides legal support and advice to all parts of IOM (Headquarters, Administrative Centres, Regional Offices and Country Offices). The Legal Counsel also provides legal support to the Policy Making Bodies on constitutional matters,

mandate and procedures. LEG consists of three divisions: Office of the Legal Counsel (LEGLC), Human Resources Legal Issues Division (LEGHR) and Contract Division (LEGCR). LEG constitutes a challenging and dynamic environment that offers a rewarding learning experience for an intern, but also requires a high level of professional and personal maturity. Supervision

The Intern (Administrative Support) will work under the guidance and supervision of the Senior Legal Assistant, Director’s Office, Office of Legal Affairs, in providing general administrative support to the department and in cooperation with colleagues from the different LEG divisions (LEGLC, LEGHR and LEGCR) located in IOM Headquarters in Geneva and in offices in Manila and Panama.

Core Functions / Responsibilities:

Under the supervision of the Senior Legal Assistant, and in accordance with the overall direction of the Legal Counsel, the Intern (Administrative Support) will have the following duties and responsibilities:

1. Support the day-to-day operation and coordination of the Office of Legal Affairs (e.g. attend to telephone calls, respond to routine queries and/or forward such to the appropriate staff member).

2. Support the preparation and follow-up actions related to meetings and travel (travel authorizations, flight and hotel reservations, travel claims) of the Legal Counsel and other colleagues.

3. Assist with the organization of the following: meetings, workshops, seminars, including the preparation/compilation of documents and briefing files, and collecting documentation from various sources.

Page 1 / 34. Support the drafting of correspondences (formal and informal) on behalf of the Office of Legal Affairs.

5. Assist with the filing and retrieval of legal documents.

6. Assist in maintaining and updating manuals, files and office records.

7. Perform other related duties as may be assigned, including providing administrative support to the different divisions of the department as necessary.

Required Qualifications and Experience:

• Completion of secondary school education or equivalent complemented by secretarial, commercial or administrative training.

• University degree in business administration, liberal arts or similar field from an accredited academic institution is an advantage.

• Experience with or knowledge of UN or similar international organizations, in terms of administrative support and office management, is an advantage.

• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.

• Flexibility, organizational skills, ability to work quickly under pressure/short deadlines and juggle multiple tasks essential.

• Keen attention to detail.

• A proactive approach to work with a proven ability to work independently and find solutions, as well as the ability to remain calm and focused under pressure.

• Good level of computer literacy (experience with Microsoft Word, Excel, PowerPoint, etc.). • Excellent oral and written communication skills.

Language

• Fluency in English is required. Working knowledge of French and/or Spanish is an advantage. Desirable Competencies:

Behavioral

• Accountability – takes responsibility for action and manages constructive criticisms • Client Orientation – works effectively well with client and stakeholders

• Continuous Learning – promotes continuous learning for self and others

• Communication – listens and communicates clearly, adapting delivery to the audience • Creativity and Initiative – actively seeks new ways of improving programmes or services • Performance Management – identify ways and implement actions to improve performance of self and others.

• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;

• Professionalism - displays mastery of subject matter

• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

• Technological Awareness - displays awareness of relevant technological solutions; • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

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Personal Development

The incumbent will acquire knowledge in the area of providing general administrative support to the department.

He/She will also gain in-site experience in working with an international organization. Carte de Legitimation

The organization will obtain the ‘carte de legitimation’ for the duration of the internship for the selected candidate. A monthly stipend will be paid.

• Only shortlisted candidates will be contacted, and additional queries will only be addressed if the candidate is shortlisted

• Depending on experience and location, IOM provides a small monthly stipend to help offset costs; please consider the cost of living in Geneva prior to applying.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 07 March 2017 at the latest, referring to this advertisement.

For further information, please refer to:

http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html In order for an application to be considered valid, IOM only accepts online profiles duly completed.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.

Posting period:

From 22.02.2017 to 07.03.2017

Requisition: INT 2017/04-Intern (Administrative Support-Legal)-Geneva, Switzerland (54981463) Released

Posting: Posting NC54981482 (54981482) Released

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