Administrative Assistant

Position Title: Administrative Assistant

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G4

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

Estimated Start Date: As soon as possible

Closing Date: 24 October 2022

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 is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Director, Department of Finance and Administrative Management (FAD) and direct supervision of the Head of Common Services (COS), the Administrative Assistant will support the daily activities of the service provided, and in close coordination with Units under COS (Mail Room, Printing Unit, Reception and Stock).

Core Functions / Responsibilities:

1. Assist with a variety of HQ facility management matters, including visiting cards, ID badges, parking and bikes requests, meeting and conference logistics and manage the mailboxes related to the above. Ensure emails/documents are properly archived.
2. Ensure vending machines are working properly and maintain close contacts with local providers.
3. Support COS Team with the preparation of documents related to HQ logistical and procurement matters.
4. Prepare and monitor status of purchase requisitions, maintain contact with suppliers to ensure timely delivery of goods and services.
5. Participate and assist COS Team in the payment process in SAP and Online Invoice Payable Application (OIPA). Assist in solving discrepancies between invoices and commitment, liaise with end users to confirm delivery and obtain more information and/or documentation as required.
6. Under the guidance of the Head of COS, research and compile information related to tenders and/or to respond to specific goods/service requests.
7. Assist Mail Room colleagues when required.
8. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Marketing or a related field from an accredited academic institution with two years of relevant experience; or
• Completed High school / Secondary school education with four years of relevant experience.

Experience

• Four years (two years for Bachelor’s degree holders) of relevant experience in administrative services, procurement, client services or related area; • Experience in processing and tacking invoices in SAP;
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Skills

• Knowledge of payment process and tracking of planning procurement and purchases;
• Knowledge of Geneva suppliers practice and Swiss rules sales practice.

Languages

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

For this position, fluency in French and working knowledge of English is required (oral and written).

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

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Please be advised that this is a local position and as such only qualified Swiss nationals or candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and 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.