Job Identification (Reference Number): 16041
Position Title: Administrative Assistant (Office of the Legal Counsel (LEG)) (G)
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: G-5
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: General Service Staff
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 20 August 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 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.
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.
Context
The Office of Legal Affairs (LEG) provides legal advice to the Director General, the Deputy Directors General, Regional Offices, Country Offices, and other Departments and Offices of the Organization. The Office provides support to ensure that the activities and operations of the Organization are carried out in accordance with the legal framework governing IOM, including the IOM Constitution, decisions of the governing bodies of IOM, the Unified Staff Regulations and Rules, the Financial Regulations and Rules, IOM internal governance and administrative instruments and international law.
The Office of Legal Affairs is comprised of the Office of the Legal Counsel, the Institutional Law and Programme Support Division (LEGPS), the Contract Law Division (LEGCR), the General and Administrative Law Division (LEGGL), as well as Regional Legal Hubs.
Under the overall supervision of the Deputy Director of the Office of Legal Affairs (LEG) and direct supervision of the Senior Legal Assistant in Headquarters, the Administrative Assistant (Office of Legal Affairs) will provide administrative support services and assistance to the Office of Legal Affairs.
Screen requests for appointments with senior legal management; maintain the relevant calendars; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature.Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications.Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style.Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit.Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases.Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM's computerized systems.Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites and SharePoint pages.Perform such other duties as required.Education
High school diploma with five years of relevant professional experience; or,University degree, preferably in Business Administration, or a related field from an accredited academic institution with three years of relevant experience.Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
A minimum of three years (five years for completed high school/ secondary school education) of relevant demonstrated professional experience;Experience in procurement processes;Experience in organizing conferences and events; Demonstrated experience in paralegal and/or administrative support in a legal department of an intergovernmental organization or a law firm is highly desirable;Experience dealing with deadlines and confidential information;Experience in research and preparation/formatting of legal documents is desirable;Experience dealing with high-level counterparts and diplomatic missions would be an advantage; and,Knowledge of and work experience in IOM’s administrative procedures are desirable.Skills
Proficiency in electronic research of documents and legal materials;Advanced knowledge of computer programmes (e.g. MS Office applications such as Word, Excel, SharePoint, etc.) and filing systems; and,Editing skills in English and French and/or Spanish would be an advantage.Languages
For this position, fluency in English and French are required (oral and written). Working knowledge of Spanish is highly desirable and working knowledge of another official UN language (Arabic, Chinese, or Russian) is an advantage.
IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.
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 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.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 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.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, 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.
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