Administrative Assistant Position at IOM | Apply Now
Administrative Assistant Position at IOM
Position Title : Administrative Assistant (Office of Ethics and Conduct (ECO))
Duty Station : Geneva, Switzerland
Classification : General Service Staff, Grade UG
Type of Appointment : Special short-term ungraded, six months with possibility of
extension
Estimated Start Date : As soon as possible
Closing Date : 02 November 2023
Administrative Assistant Position at IOM
JOIN OUR WHATSAPP GROUP
FOLLOW OUR WHATSAPP CHANNEL
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.
Internal and external candidates will be considered for this vacancy. Administrative Assistant Position at IOM
For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on
Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the
Organization, unless otherwise specified in their contract. Staff members holding a regular,
fixed-term or short-term graded contract will not retain their contract type if appointed to an
ungraded position. Administrative Assistant Position at IOM
Administrative Assistant Position at IOM
JOIN OUR WHATSAPP GROUP
FOLLOW OUR WHATSAPP CHANNEL
Context:
The Office of Ethics and Conduct (ECO) is an independent office that works to promote a robust
ethical culture throughout IOM. ECO’s work is guided by IOM’s core values, including the
highest standards of conduct and professionalism in line with IOM’s Standards of Conduct and
related policies. Administrative Assistant Position at IOM
ECO provides impartial advice, training and support to the Organization and all IOM personnel
on ethical issues and the Standards of Conduct. Among other duties, ECO is responsible for
providing timely advice to IOM personnel on potential conflicts of interest involving outside
activities, close relatives, and gifts. ECO conducts the preliminary assessment of all retaliation
complaints. ECO also administers IOM’s annual process for declaration of interests.
Through training and outreach, ECO promotes ethical awareness and behavior and strives to help IOM
personnel understand their responsibilities working for IOM and to put the Organization’s shared
values into practice. While taking independent decisions in its areas of responsibility, ECO also
seeks collaboration and knowledge sharing with relevant units across IOM as well as
counterparts in the international community. Administrative Assistant Position at IOM
Under the overall direction of the Head of ECO and the direct supervision of the Ethics and
Integrity Officer, the Administrative Assistant will have the following duties and responsibilities: Administrative Assistant Position at IOM
Core Functions / Responsibilities:
1. Data management: Maintain and update ECO’s files and databases, ensuring complete and
accurate filing for future reference. Input, maintain and track case information and other data.
Page 1 / 4
Suggest and implement improvements to ECO’s case management and data tracking systems.
2. Reporting: Assist in preparing reports of ECO activities and initiatives, including graphic
presentation of key data and trends. Administrative Assistant Position at IOM
3. Editorial and document support: Proofread, format, edit and translate documents as needed,
including those containing sensitive or confidential information. Assist in drafting and revising
memoranda, emails, PowerPoint presentations, and other documents.
4. Ethics training: Assist in scheduling, organizing, and developing ethics trainings across IOM
regions/departments. Monitor participant lists and completion rates for mandatory and other
ethics trainings. Update training databases and produce reports through IOM’s e-learning
platforms. Coordinate with Staff Development and Learning, Regional Offices, IOM Missions,
and other offices as necessary. Administrative Assistant Position at IOM
5. Outreach and event planning: Assist with ECO outreach initiatives, including through events,
updates to ECO’s website, and other communications to raise ethics awareness.
6. Travel support: Assist with travel planning and arrangements for ECO’s face-to-face trainings,
field visits and other mission travel. Administrative Assistant Position at IOM
7. General administrative support: Provide general administrative, budgeting, calendaring,
coordination of IT service requests, procurement of office supplies, and other office support to
the Head and other ECO personnel as needed, in coordination with other units as necessary.
8. Perform any other duties, as required.
JOIN OUR WHATSAPP GROUP
FOLLOW OUR WHATSAPP CHANNEL
Administrative Assistant Position at IOM
Required Qualifications and Experience:
Education
• University degree in Human Resources, Finance, Political Science, International Relations,
Law or related fields from an accredited academic institution with one year of relevant
professional experience; or,
• Completed High school / Secondary school education with three years of relevant experience;
Experience Administrative Assistant Position at IOM
• Work experience in administrative services, finance, accounting, audit, human resources or
related area, preferably in an international and multicultural environment.
• Experience working in sensitive environments and with confidential information and processes,
such as in an independent ethics, accountability, or conflict resolution unit.
• Experience with or knowledge of UN or NGO-type organizations. Familiarity with IOM
administrative standards and processes is an advantage. Administrative Assistant Position at IOM
Skills
• Excellent computer literacy, especially database tools.
• Ability to multi-task, prioritize and work independently.
• Strong organizational skills and creativity; high attention to details; service oriented.
• Ability to meet deadlines in accordance with instructions and guidelines. Administrative Assistant Position at IOM
• Ability to tactfully interact with a wide variety of people of various backgrounds, cultures,
positions; discreet, able to keep sensitive information confidential.
Languages
IOM’s official languages are English, French and Spanish.
Page 2 / 4
For this position, fluency in English is required (oral and written). Working knowledge of French,
Spanish, and Arabic is an advantage. Administrative Assistant Position at IOM
Proficiency of language(s) required will be specifically evaluated during the selection process,
which may include written and/or oral assessments.
Notes
1
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 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. Administrative Assistant Position at IOM
• 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. Administrative Assistant Position at IOM
Core Competencies – behavioural indicators
• 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.
Managerial Competencies – behavioural indicators
• Leadership: Provides a clear sense of direction, leads by example and demonstrates the
ability to carry out the Organization’s vision. Assists others to realize and develop their
leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best
and develop their potential. Administrative Assistant Position at IOM
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and
communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.
IOM’s competency framework can be found at this link.
https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p
df
Competencies will be assessed during a competency-based interview.
Page 3 / 4
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. Administrative Assistant Position at IOM
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. Administrative Assistant Position at IOM
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 02 November 2023 at the latest, referring to this advertisement.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment
system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted. Administrative Assistant Position at IOM
For further information please refer to: www.iom.int/recruitment
Posting period:
From 20.10.2023 to 02.11.2023
No Fees:
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.
Requisition: CFA 2023 03 (GS) Administrative Assistant (Office of Ethics and Conduct (ECO)) (UG)
