Job Description

Job Identification (Reference Number): 18405
Position Title: Administrative Officer
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: P-2
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: Professional
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 24 January 2026

Introduction

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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

For the purpose of this vacancy, the following are considered first-tier candidates:

                1.        Internal candidates

                2.        Candidates from the following non-represented member states:

Antigua and Barbuda, Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Federated States of Micronesia, Guinea-Bissau, Holy See, Iceland, Kiribati, Lao People's Democratic Republic, Madagascar, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Solomon Islands, Suriname, Tonga, Tuvalu, Vanuatu.

Second tier candidates include:

All external candidates, except candidates from non-represented member states of IOM.

Under the overall supervision of the Comptroller / Director and direct supervision of the Financial Management Support Officer, and in close coordination with Department of Finance and Administrative Management (DFAM) divisions and units, the Administrative Officer provides comprehensive management, administrative, and coordination support to the Comptroller’s Office.

DFAM sets the Organization’s financial and administrative management standards and safeguards resources through sound stewardship and robust institutional controls. This position supports the effective functioning of the Comptroller’s Office by ensuring high-quality administration, information management, coordination, and analytical support, contributing to timely decision-making and effective oversight across the DFAM portfolio.

Responsibilities

1. Support DFAM management of daily priorities, clearances, and workflows; prepare briefs, talking points, background notes, and follow-up trackers.
2. Draft, edit, and format presentations, memoranda, notes verbale, briefing notes, and correspondence for governing bodies, senior leadership, and internal stakeholders.
3. Manage functional mailboxes; triage, acknowledge, assign, and track correspondence and follow-up actions as assigned.
4. Organize meetings, briefings and other events, including logistics, invitations, materials, and hospitality arrangements.
5. Edit, maintain, and further develop DFAM SharePoint and Teams spaces (document libraries, registers, trackers, FAQs), ensuring version control, accessibility, and knowledge retention.
6. Assist in the preparation of DFAM reports, notes, and publications by collecting data, coordinating inputs, compiling feedback, conducting preliminary analysis supporting quality control and follow up. 
7. Provide analytical and coordination support including the compilation, consolidation, and presentation of financial information for management use.
8. Support the preparation of dashboards, summaries, and briefing materials related to budget execution, resource utilization, and financial performance, drawing on inputs from DFAM divisions.
9. Assist in tracking key financial management actions, decisions, and follow-ups arising from management meetings, audits, or governance discussions.
10. Contribute to ad hoc financial analysis, trend reviews, and data validation exercises under the guidance of senior finance staff.
11. Organize events, support training and team activities, and provide general administrative assistance to the Comptroller.
12. Support onboarding of new DFAM staff, including coordination of induction materials and access rights.
13. Assist with DFAM recruitment and staffing processes as assigned, including scheduling, documentation, and coordination with HR.
14. Perform any other duties as assigned.

Qualifications

EDUCATION

• Master’s degree in Public Administration, Business Administration/Management, Finance, International Relations, or a related field from an accredited institution with two years of relevant professional experience; or
• Bachelor's degree in above fields with four years of relevant professional experience.

EXPERIENCE

• Demonstrated experience in executive or administrative support functions, preferably within finance or administration in an international organization.
• Exposure to financial reporting, budget monitoring, or management information processes is an advantage.

SKILLS

• Excellent drafting, editing, and formatting skills, with strong attention to detail;
• Strong proficiency in MS Office applications (Word, Excel, PowerPoint) and collaboration platforms (SharePoint, Teams, Engage);
• Ability to organize, synthesize, and present information clearly for varying audiences, including senior management; and,
• Strong organizational skills, with the ability to prioritize and manage multiple tasks effectively in a fast-paced environment.

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 is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, 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.

IOM’s competency framework can be found at this link Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these 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 2

•  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. 

Notes

• Internationally recruited professional staff are required to be mobile.
• 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 duty stations. 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.
• The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station's country and who do not have prior experience outside the duty station's country as staff member in the Professional category cannot be considered eligible.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
• 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, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
• 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.
• IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
• Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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