Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
Under the overall supervision of the Deputy Director General for Operations (DDG-O) and direct supervision of the Special Adviser to the DDG (O), the Administrative Officer provides broad-based administrative, coordination and analytical support to the DDG-O, ensuring effective time management, coordination of priorities and smooth day-to-day functioning of the Office. The role contributes to quality control, coherence and timely follow up across administrative, planning and reporting functions. In particular, the Administrative Officer will:
- Provide broad administrative support to the DDG-O, including managing scheduling priorities, coordinating calendars, supporting preparation for meetings and engagements, and ensuring timely administrative follow-up thereby supporting the effective use of the DDG-O’s time and attention.
- Coordinate the preparation of briefing packages, background notes and consolidated inputs for meetings, missions, events and senior level engagements under the Operations Pillar/portfolio, including drafting content and summarizing key information, and liaising with relevant departments and offices to ensure accuracy, completeness and timeliness.
- Track, monitor and analyze follow up actions arising from high level meetings, committees, governance bodies and internal consultations; maintain action tracking tools; identify delays, risks or cross cutting issues; and flag them to management with proposed solutions, as appropriate.
- Support planning, monitoring and reporting on Operations Pillar initiatives and priorities, including the preparation of summaries, progress updates, dashboards and timelines.
- Undertake structured research and analysis on issues relevant to the Operations Pillar/portfolio, drawing information from corporate systems, internal documentation and external sources.
- Review, consolidate and perform quality assurance on incoming and outgoing correspondence, to ensure consistency with organizational standards, messaging and deadlines, and support the drafting of responses, when required.
- Monitor and follow up on administrative actions (human resources, finance, procurement, contracts and logistics) initiated by relevant units on behalf of the DDG-O’sOffice; follow up on pending items; identify bottlenecks or inconsistencies; and coordinate resolution with responsible administrative counterparts.
- Coordinate travel, scheduling and logistical arrangements for DDG-O ensuring compliance with organizational policies, cost effectiveness and alignment with priorities.
- Contribute to the maintenance and improvement of filing, records management and knowledge sharing systems within the DDG O’s Office, including SharePoint and other internal platforms, and propose enhancements to improve efficiency, accessibility and institutional memory.
- Review administrative procedures and workflows within the Office; identify opportunities for simplification, standardization or risk mitigation; and support the implementation of agreed process improvements.
- Support tour on duty preparation and planning, including travel arrangements, administrative and logistics arrangements.
- Perform such other duties as may be assigned.
Education
- Master’s degree in Social Sciences, Political Sciences, Public Administration, Management, International Relations or related fields from an accredited institution with two years of relevant professional experience; or,
Experience
- Relevant administrative or coordination experience, preferably within an international organization, non governmental or governmental institution, in a multi cultural environment;
- Experience providing administrative, logistical or coordination support to senior management, committees or offices is an advantage;
Skills
- Exposure to administrative areas such as human resources, finance or procurement processes is desirable;
- Demonstrated organizational and coordination skills, with the ability to manage multiple tasks, maintain records and track information accurately;
- Demonstrated attention to detail, with the ability to organize documentation and maintain filing and record management systems;
- Discretion and ability to handle sensitive or confidential information with professionalism;
Languages
For this position, fluency in English is required (oral and written).
Working knowledge of another official UN language (Arabic, Chinese, English, French, 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.
Required Competencies
Core Competencies – behavioural indicators Level 2
Notes
Appointment will be subject to all clearances, including medical and security as well as accreditation, any residency or visa requirements. Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, harassment, sexual harassment, abuse of authority and any forms of discrimination. IOM is committed to promote the protection and safeguarding of all children.
IOM conducts reference checks and background verification, including through system wide databases such as ClearCheck, to help ensure that candidates have no record of misconduct, including on sexual harassment, sexual exploitation and abuse, or fraud. Candidates are expected to uphold these standards and principles at all times.
IOM does not charge any fees at any stage of the recruitment process—whether for application, interview, processing, training, or otherwise—and does not request any information related to bank accounts.