VN 2024 16 (GS) Administrative Assistant (G5) Geneva, Switzerland

Position Title: Administrative Assistant

Job Code: VN 2024 16 (GS)

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G5

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 22 September 2024

Core Functions / Responsibilities:

1. 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 Accounting Division and Central Accounting Support.
2. 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.
3. 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.
4. Review, record, distribute, and process incoming mail and correspondence; follow-up on pending actions; prepare draft 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.
5. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.
6. 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.
7. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems.
8. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites.
9. Perform other duties as required.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Business Administration or related fields from an accredited academic institution with three years of relevant professional experience; or, • High school diploma with five years of relevant professional experience.

Experience

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook;
• Pays attention to detail, and is able to organize paperwork methodically;
• Discreet, detail and client-oriented; and
• Has patience and is willing to learn new things.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English and French is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.