Job Identification (Reference Number): 16418
Position Title: Administrative Associate (G)
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-5
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: 1 October 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.
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
Under the overall supervision of the Deputy Chief of Staff and direct supervision of the Executive Assistant to the Director General, the Administrative Associate will be part of the team responsible for the administrative duties within the Executive Office. The incumbent will be responsible and accountable for following duties:
Prepare responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style; review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.Provide coverage for administrative functions within the Executive Office during the absence of the designated staff.Arrange duty travels of officials within the Executive Office, including coordination of flights and accommodations; prepare travel authorizations, security clearance and other requirements for travel such as visa applications, travel advances, etc; finalize travel expense claims in coordination with the Central Accounting Support.Screen requests for appointments with officials within the Executive Office; maintain calendar of officials within the Executive Office; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature.Perform a variety of administrative duties, e.g. follow up with contract extensions and requests for temporary staff, coordination of staff leaves and attendance recording, supporting budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the EOย Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems.Create and maintain the EOโs filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.ย Perform such other duties as may be assigned.Education
High school diploma with five years of relevant experience; or,Bachelorโs degree in Business Administration or related fields from an accredited institution with three years of relevant professional experience.Accredited Universities are those listed in theย UNESCO World Higher Education Database.
Experience
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.Skills
Familiar with conventions in diplomatic letter writing and general correspondence;Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;ย Pays attention to detail, and is able to organise paperwork methodically;ย Discreet, detail and client-oriented; andย Has patience and is willing to learn new things.Languages
For this position, fluency in English and French are required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, 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
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.
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 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