Administrative Assistant (Staff Protocol)

Open to Internal and External Candidates

Position Title : Administrative Assistant (Staff Protocol)
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 : 20 June 2024

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 Senior HR Officer (Staff Protocol) and direct supervision of
the Senior Administrative Assistant (Staff Protocol), and in close collaboration with the DHR
Units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative
Centre (PAC), the Administrative Assistant (Staff Protocol) will be responsible and accountable
for providing support and assistance for the function and activities of the Staff Protocol Unit.

Core Functions / Responsibilities:

1. Provide administrative support and assistance for carrying out all transactions of the Staff
Protocol Unit, including preparation of Note Verbals and issuance of the United Nations
Laissez-Passer (UNLP).

2. Upon receiving the approval for issuance of the UNLP, communicate the application forms
and relevant instructions to the concerned staff members. Process the applications, including
the requests for Red UNLP for International Officials at P5 and D1 grades.

3. Process the replacement of lost UNLPs.

4. Enter the data in the UNLP Portal and monitor the status of applications. Dispatch the travel
documents in accordance with the IOM’s UNLP Guidelines.

5. Check that information for all applications to the authorities is accurate and properly
documented.

6. Maintain up-to-date work unit files (both paper and electronic) and keep safe the confidential
materials.

7. Assist with maintaining a notification system for the UNLP renewals and communicate with

the concerned staff and their supervisors.

8. Assist the Senior HR Officer (Staff Protocol) and Senior HR Assistant ( Staff Protocol) in
implementation of the UN Digital ID solutions for IOM.

9. Provide technical assistance in organizing internal and external meetings.

10. Assist in providing accurate information on statistics, as well as timely updates on circulars
and official information relating to Staff Protocol matters.

11. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Business Administration or related fields from an accredited institution

with three years of relevant professional experience; or,

• High school diploma/certificate with five years of relevant experience.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Prior work experience with international humanitarian organizations, non-government or

government institutions/organization in a multi-cultural setting is an advantage;

• Experience in providing administrative services or related area;
• Experience in preparing clear and concise communications and coordination of administrative

activities;

• Experience in working in a multilateral system, preferably UN context, with familiarity of the UN

system, its secretariat, agencies, funds, programmes and organizations; and,

• Experience in enterprise resource planning systems, Microsoft Office (Word, Excel, Outlook,

etc.), and web-based collaborative platforms like SharePoint and Microsoft Teams.

Skills

• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn;
• Good communication skills, especially in a multilingual setting; good writing skills;
• Knowledge of IOM/UN regulations, policies and procedures;
• Ability to work effectively and harmoniously within a team of colleagues from varied cultures

and professional backgrounds;

• High sense of responsibility and motivation; and,
• Ability to work with minimum supervision against tight deadlines.

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.

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.

• 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.

Managerial Competencies – behavioural indicators level 1

• 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.

• 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.

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.

This selection process may be used to staff similar positions in various departments.
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
members.

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

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 20 June 2024 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.

For further information please refer to: www.iom.int/recruitment

Posting period:

From 07.06.2024 to 20.06.2024

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: VN 2024 10 (GS) Administrative Assistant (Staff Protocol) (G5) Geneva, Switzerland
(58918159) Released
Posting: Posting NC58918160 (58918160) Released