Job Identification (Reference Number): 15441
Position Title: Senior Administrative Assistant
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-6
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: 10 July 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 Senior Director of the Office of Partnerships, Advocacy and Communications (OPAC) and the direct supervision of the Director, Resource Mobilization Division (RMD), and in close coordination with Resource Mobilisation Officers, and other relevant administrative, financial and common services teams within Headquarters, the Senior Administrative Associate will be responsible and accountable for supporting the Division in its resource mobilization objectives.

Responsibilities for Internal Candidates

1. Support the enhancement and smooth functioning of business operations of the division, including scheduling team meetings and their follow-up, planning team events, shared calendars, and other functions which support the work of the Division, including through identifying opportunities for improvement.
2. Draft standard general and administrative correspondence; produce cover letters to be sent to permanent missions in Geneva and other donor counterparts; ensure proper distribution in a timely manner; draft standard replies of official nature (mainly Note Verbale upon receipt of contribution letters) to donors.
3. Arrange meetings and provide administrative support to both in person and hybrid donor briefings; Senior Officials Meetings (SOMs), and other donor related events, assist in the organization of workshops, trainings, and donor visits for resource mobilization purposes; including coordination with internal teams and external service providers.
4. Organize and maintain the division’s filing system for donor liaison related documents; ensure systematic use institutional IT systems of the outlook calendar to register appointments and meetings, maintain and update a digital list of internal and external contacts for the Division.
5. Support and provide oversight on human resources matters of the division, including coordination with HRAU and processing contracts, contract extensions of RMD staff, consultants and interns and other related matters, as required. Provide information and guidance on human resources and administrative policies, or referrals where appropriate.
6. Support the management of projects managed within RMD, including through relevant financial monitoring and planning.
7. Support monitoring of events in “International Geneva”, including major events taking place which may affect the work of the Division.
8. Support the preparation of travel Authorizations for the Division Officials and coordinate travel requirements with relevant units; Prepare the Division’s Quarterly travel and leave plan.
9. Upload and update documents, including manuals, donor profiles and other RMD tools and materials on the Intranet.
10. Perform such other duties as may be required.

Qualifications for Internal Candidates

Education

• High School diploma with four years of administrative professional experience; or,
• Bachelor’s degree Administration Management, Public Administration, or related fields from an accredited academic institution with six years of administrative professional experience.

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

Experience

• Experience in administrative management;
• Experience in correctly interacting with and advising on interfacing with senior level stakeholders as appropriate;
• Experience in establishing and maintaining effective working relationships with implementing partners; and,
• Experience liaising with diplomatic representations, especially Permanent Missions in Geneva, is an advantage.

Skills

• Proficient in MS Office and other IT applications;
• Knowledge and experience in administration, procurement or accounting;
• Previous working experience with UN, NGOs or international organizations is an advantage; and,
• Demonstrate accuracy in handling and reporting data.

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.

IOM’s official languages are English, French and Spanish. 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

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 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.
• 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 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