Job Identification (Reference Number): 15134
Position Title: Administrative Assistant (UN Network on Migration)
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-4
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: General Service
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 1 June 2025
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.
This is an expedited recruitment process open only to:
a) internal candidates, and;
b) former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external applicants, their applications will not be considered at this time.ย
Context
The United Nations (UN) system is committed to supporting the implementation, follow-up and review of the Global Compact for Safe, Orderly and Regular Migration (GCM). To this end, the UN established a Network on Migration (Network) to ensure effective, timely and coordinated system-wide support to Member States.ย In carrying out its mandate, the Network prioritizes the rights and wellbeing of migrants and communities of destination, origin, and transit, placing emphasis on issues where a common UN system approach adds value and from which results and impact can be readily gauged. The Network respects the principles of the GCM and is guided, inter alia, by the UN Charter, international law, and the Agenda 2030 for Sustainable Development.
Established by the Director General of IOM in the capacity as Coordinator of the Network, the Network Secretariat is responsible for servicing the work of the Network.
Under the overall supervision of the Head of the UN Network on Migration Secretariat (Network Secretariat) and the direct supervision of the Finance Officer, theย Administrative Assistant (UN Network on Migration) ย will be responsible and accountable for the following duties:
Provide ย administrative and logistical support to the Network Secretariat ย by assistingย with the day-to-day administrative tasks and supporting various activities.Provide ย administrative and logistical support to meetings of the Network Secretariat,ย Executive Committee,ย Network and Capacity Buildingย Mechanism.Provide administrative support on travel preparation and liquidation, supply chain, and human resources processes by utilizing IOMโs Wave and other internal systems.Maintain contact lists of key stakeholders, including the UN, Member States, and other relevant parties, up-to-date.Assist with the ย coordination of administrative arrangements for seminars, conferences, events and meetings.Maintain up-to-date work unit files, both in paper and electronic formats.Draft routine correspondence, monitor ย the flow of documents and communications from the Network Secretariat.ย Coordinate the work with team members and other units.Schedule meetings and appointments for the Network Secretariat.Communicate with ICT department for proper IT maintenance of office equipment, when required.Support the Office with general administrative duties, as necessary.Perform such other duties as may be assigned. ยEducation
High school diploma with four years of relevant experience; or,Bachelorโs degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.Accredited Universities are those listed in theย UNESCO World Higher Education Database.
Experience
Experience in administrative services or related area;ย Experience in preparing clear and concise communications and coordination of administrative activities amongst team members and other IOM units;Experience in working in a multilateral system, preferably UN context, with deep familiarity of the UN system, its secretariat, agencies, funds, programmes and organizations; working also closely with international agencies, NGOs and other stakeholders, and governments; and,Experience with strategic planning.Skills
Willingness to learn new administrative platforms;ย Ability to work independently against tight deadlines;ย Resilience and a good sense of humour;Ability to anticipate and mitigate against issues;Knowledge of IOM/UN regulations, policies and procedures;Proficiency in using Microsoft and meeting applications like zoom; and,Solid computer skills.Languages
For this position, fluency inย English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.
IOMโs official languages are English, French and Spanish.ย 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
IOMโs competency framework can be found at thisย linkย Competencies will be assessed during the selection process.
Valuesย - 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: Demonstrates willingness to take a stand on issues of importance.ย Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competenciesย โ behavioural indicators Level 1
ย Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.ย Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.ย Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.ย Accountability: Takes ownership for achieving the Organizationโs priorities and assumes responsibility for own actions and delegated work.ย Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.Notes
Open to internal candidates and previous IOM employees only.
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.ย 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.
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 theย IOM e-Recruitmentย systemย (for internal candidates linkย 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:ย IOM Careers and Job Vacancies