Administrative Associate (GS-Valencia)

Job Description

Job Identification (Reference Number): 12712
Position Title: Administrative Associate (GS-Valencia)
Duty Station City: Valencia
Duty Station Country: Spain
Grade: G-5
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: General Service
Vacancy Type: Vacancy Notice
Initial duration: One year with possibility of extension
Closing date: 28 January 2025

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 a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at  www.iom.int/diversity
Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM.  For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

Context

The Valencia Digital Center of Excellence is newly established and is located at the UN Base. There is a growing demand for a highly motivated and proactive administration and Human Resources (HR) processing support, to serve the growing number of staff stationed in Valencia. IOM Information and Communication Technology (ICT) therefore is seeking a dedicated resource to provide day-to-day liaison with the base, support HR functions, Common Services, and take a lead in asset management (physical and system) in Valencia. 

The Administrative Associate will work under the overall supervision of the Chief Infrastructure and Operations Unit, based in Valencia and the direct supervision of the Human Resources Business Partner ICT and in close coordination with the Senior ICT Officer (Business Relations Management, Finance), and in cooperation with other colleagues from the management team in the Department.

The Administrative Associate will be part of the new Strategy, Risk Management and Governance team and will provide day to day support to the team in various functions to include logistics and administration, visa support, shipping and delivery, assets management, office and events management. Specifically the role will be responsible for the duties below. 

Responsibilities

• Serve as the primary point of contact between the UN base in Valencia and IOM Headquarters (HQ), on a day to day basis including maintaining and updating the emergency contact list for all staff in coordination with relevant authorities.
• Assist ICT teams in Valencia with logistics and administrative tasks in coordination with the Senior Administrative Assistant in Geneva. Duties include organizing meetings, booking conference rooms, managing office booking systems, confirming schedules, arranging appointments, receiving visitors, and facilitating Travel Requests for new consultants and staff.
• Provide support to new hires requiring visas, coordinating with the United Nations Information and Communication Technologies facility located at the UN base, and Ministry of Foreign affairs for visa accreditation and related services.
• Support the onboarding process for new hires by providing welcome packs, new hire support and materials, coordinating the buddy system, and offering day-to-day administrative support.
• Ensure the availability of office supplies, coordinate office requirements for new hires, and tracking of office equipment.
• Support the organization and administration of meetings, workshops, and events, including arranging meeting rooms, logistics, and travel.
• Provide guidance and assistance to staff members for the timely shipment and delivery of personal property, coordinating with vendors for efficient service delivery.
• Track and manage the lifecycle of official assets from acquisition to disposal, ensuring accurate records, compliance with policies and regulations, and working with vendors to provide status reports.
• Perform other duties as required to support the IOM Center’s mission and operations.

Qualifications

Education

• University degree in HR, Management, Behavioral Sciences, Business, Information Technology (IT) or a related field; from an accredited academic institution with three years of relevant experience; or
• Completed High school/ Secondary school education with five years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database. 
 

Experience

• Familiarity with Non-Governmental Organizations (NGO), Development Agency or UN processes, recruitment processes is a strong plus;
• Strong oral and written communications and presentation skills with client-serving attitude;
• Experience working in an extremely fast-paced, high-volume environment;
• Demonstrated organizational skills and ability to “make things happen”; ability to organize large volumes or work and set priorities under conflicting pressures;
• Professional integrity, willingness and flexibility in all aspects of HR work; and,
• Self-starter, multi-tasker and team player.

Skills

• Ability to quickly learn the objectives, structures, operations and policies of a new business area.
• Proven interpersonal skills and an ability to influence senior leaders and peers;
• Demonstrates effective application of knowledge and understanding of project and quality disciplines;
• Excellent verbal and written communication skills and the ability to interact professionally with a diverse group, executives, managers and subject matter experts; and,
• Good organizational and administrative skills.

Languages

IOM's official languages are English, French and Spanish. 

For this position, fluency in English and Spanish are required (oral and written).

Working knowledge of French and another UN language (Arabic, Chinese, English, and Russian) 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

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 three 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.

Notes

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 will remain eligible to be appointed in a similar position for a period of 24 months.

This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.

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.

Required Skills

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