Senior Administrative Assistant

Job Posting Organization:
The International Organization for Migration (IOM) has been actively engaged in migration-related issues since the early 1990s. The organization aims to support states in achieving safe, orderly, and regular international migration. IOM's mission encompasses the protection and assistance of individuals on the move, particularly those displaced by climate change, environmental degradation, and disasters. The organization operates globally, reinforcing local and national initiatives to prevent and prepare for disasters, provide emergency assistance, and foster post-disaster recovery solutions. IOM's strategic framework includes the Strategic Plan 2024-2028 and the Institutional Strategy on Migration, Environment, and Climate Change 2021-2030, focusing on managing environmental migration and enhancing resilience against climate-related challenges.

Job Overview:
The Senior Administrative Assistant will play a crucial role in providing comprehensive administrative support to the Climate Action Division (CAD) under the direct supervision of the Director. This position involves a variety of tasks including planning meetings, organizing travel, and coordinating with other departments to ensure the smooth operation of the division. The assistant will be responsible for logistical support, managing consultancy contracts, and ensuring that all staff members are equipped with necessary resources such as badges and email accounts. The role also includes assisting with procurement, budget management, and payment procedures, making it essential for the candidate to have strong organizational skills and the ability to manage multiple tasks efficiently. The Senior Administrative Assistant will also be expected to take notes during meetings and streamline work processes across the department, contributing to the overall effectiveness of the Climate Action Division.

Duties and Responsibilities:

• Provide general secretarial and administrative support to the Climate Action Division.
• Assist the Director and Chief of Climate Action Unit with all administrative tasks, including planning meetings and organizing duty travel.
• Coordinate with other departments regarding the Director’s responsibilities and activities.
• Offer logistical and administrative assistance to all staff within the CAD as needed.
• Plan and organize divisional meetings, ensuring accurate note-taking and follow-up on action items.
• Initiate, update, and manage local Consultancy Contracts, ensuring compliance with recruitment and payment processes.
• Liaise with Human Resources to ensure all staff members, consultants, and interns have the necessary access and resources.
• Assist in procurement, budget management, and payment procedures as required.
• Supervise the processing of Travel Requests for CAD. 1
• Perform additional duties as assigned by the Director.

Required Qualifications:
Candidates must possess a high school diploma with six years of relevant experience, or a Bachelor’s degree in Business Administration, Social Science, International Relations, or a related field from an accredited institution with four years of relevant professional experience. Experience working in an international organization is essential, along with proven skills in record keeping, reporting, and project implementation. Strong organizational and communication skills are also required to effectively manage the diverse responsibilities of this role.

Educational Background:
The educational requirements for this position include a high school diploma or a Bachelor’s degree in a relevant field such as Business Administration, Social Science, or International Relations. The degree must be from an accredited institution, and candidates with higher education qualifications may be preferred. Relevant professional experience is also a critical component of the educational background needed for this role.

Experience:
The ideal candidate should have a minimum of six years of relevant experience if holding a high school diploma, or four years of relevant experience if possessing a Bachelor’s degree. Experience in an international organization is highly desirable, as it provides the necessary context for understanding the complexities of administrative functions within a global framework. Proven experience in record keeping, reporting, and project implementation is also essential for success in this position.

Languages:
Fluency in English, both oral and written, is mandatory for this position. A working knowledge of French is highly desirable, and proficiency in another official UN language such as Arabic, Chinese, Russian, or Spanish is considered an advantage. IOM's official languages are English, French, and Spanish, and all staff members are required to be fluent in at least one of these languages. Language proficiency will be evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on performance and funding availability. The role is classified at the G-6 grade level within the General Service Staff category. Candidates must possess the right of residence and work in Switzerland, as this position is considered locally recruited. The appointment is subject to medical fitness certification, security" style="border-bottom: 1px dotted #007bff !important;">security clearances, and compliance with residency or visa requirements. Additionally, vaccination against COVID-19 is required for individuals hired on or after 15 November 2021, subject to certain exemptions. The closing date for applications is 30 November 2025, and late applications will not be accepted. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.