OPEN TO INTERNAL AND EXTERNAL CANDIDATES
Classification : General Service, Grade G5
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Reference Code: VN2015/02(GS)-EXT
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.IOM has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered:
Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Botswana, Cambodia, Cape Verde, Czech Republic, Comoros, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Iceland, Israel, Lesotho, Libya, Lithuania, Luxembourg, Madagascar, Maldives, Malta, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Papua New Guinea, Paraguay, Republic of Congo, Saint Vincent and the Grenadines, Samoa, Seychelles, Somalia, Suriname, Swaziland, Tanzania, Timor Leste, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen
Applications from qualified female candidates are especially encouraged.
Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Switzerland or within commuting distance in neighbouring France will be considered.
Context:
Under the direct supervision of the Director of the Department of Migration Management (DMM), the successful candidate will be responsible for providing overall administrative and secretarial support in the day-to-day management and functioning of the department.
*Core Functions / Responsibilities:*
- Draft administrative correspondence. Correct correspondence, reports and documents prepared by other staff in the department for format, spelling and grammar.
- Arrange and attend meetings and retreats, provide logistical support and take notes and draft minutes as required.
- Make all necessary travel arrangements and process expense reports for the staff of the department.
- Prepare and submit the department’s quarterly travel plan as well as other related reports.
- Monitor the travel budget.
- Maintain and update the department’s factsheets and publications.
- Act as the department’s Intranet focal point.
- Provide logistical and administrative assistance with respect to consultants, associate experts, interns and all other temporary staff. Provide guidance on procedures to other support staff.
- Provide assistance with payment requests and other forms. Create background files on assigned subjects in consultation with Professional staff, and determine the nature of the supervisor's needs and compile appropriate reference material.
- Perform such other duties as may be assigned.
*Required Competencies*
****Behavioural****
- Takes responsibility and manages constructive criticism;
- Works effectively with all clients and stakeholders;
- Promotes continuous learning; communicates clearly;
- Takes initiative and drives high levels of performance management;
- Plans work, anticipates risks, and sets goals within area of responsibility;
- Displays mastery of subject matter;
- Contributes to a collegial team environment;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
- Displays awareness of relevant technological solutions;
- Works with internal and external stakeholders to meet resource needs of IOM.
****Technical****
- Executes administrative tasks in a timely and accurate manner;
- Maintains confidentiality and discretion in appropriate areas of work.
*Required Qualifications and Experience*
****Education****
- University degree in Business Administration or related field from an accredited academic institution with five years of relevant experience in administration.
****Experience****
- Demonstrated computer literacy, especially with the Microsoft Office software suite;
- Excellent drafting skills in English;
- Knowledge of administrative procedures and work experience in administrative functions at the headquarters of a large international organization and in the field an advantage.
****Languages****
Fluency in English is required. Working knowledge of French or Spanish is an advantage.
HOW TO APPLY:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by July 20, 2015 at the latest, referring to this advertisement.
For further information, please refer to:
In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for
applications.
Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.
Posting period:
From 06.07.2015 to 20.07.2015
Requisition: VN 2015/02 (GS) - Administrative Assistant (DMM) (G5) - Geneva, Switzerland (54643729) Released
Posting: VN 2015/02 (GS) - Administrative Assistant (DMM) (G5) - Geneva, Switzerland (54643730) Released
