OPEN TO INTERNAL AND EXTERNAL CANDIDATES
Classification : Employee, Grade G6 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible
Closing Date : January 25, 2013
Reference Code : VN2012/03(E)-EXT
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 has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered:
Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Burundi, Cambodia, Cameroon, Cape Verde, Central African Republic, Comoros, Congo, Cyprus, Djibouti, Dominican Republic, El Salvador, Gabon, Gambia, Guyana, Holy See, Israel, Jamaica, Kyrgyzstan, Lesotho, Libya, Lithuania, Luxembourg, Madagascar, Maldives, Mali, Malta, Micronesia, Moldova, Mongolia, Montenegro, Namibia, Nauru, Niger, Nigeria, Paraguay, Rwanda, Seychelles, Slovenia, Somalia, South Sudan, Swaziland, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Yemen
Applications from qualified female candidates are especially encouraged.
Please be advised that this is a local position and as such only qualified candidates residing in Switzerland and holding a valid residence/ working permit will be considered.
Context:
Under the overall guidance and supervision of the Legal Counsel and the direct supervision of the Senior Legal Officer and in close coordination with other staff members working in LEG, the successful candidate will provide administrative support services and assistance to the Legal Counsel, Senior Legal Officers and other staff members working in LEG.
Core Functions / Responsibilities:
- Draft, edit, proofread, and finalize official note verbals, correspondence, legal and other documents for signature and approval.
- Receive all incoming requests and queries from IOM colleagues and external parties, including checking LEG inbox and receiving telephone calls, and refer to the relevant legal officer or handle by him/herself as appropriate.
- Set-up and maintain electronic and hard copy files and records of the department, including original agreements and MoUs with other organizations and states.
- Set-up and maintain LEG’s page on intranet, as well as upload and publish relevant Instructions, Bulletins, Manuals and agreements on intranet.
- Conduct basic research using available resources and compile relevant background materials for further research, meetings, training etc. and prepare relevant files.
- Provide other general administrative assistance to all staff members of LEG, including making travel arrangements, processing travel requests and expense claims on PRISM, monitor departmental timekeeping records, organize conference calls or meetings, participate in meetings and prepare minutes.
- Perform as a focal point for Amendments to IOM Constitution, Membership, Observership and other matters related to the Governing Body.
- Keep track of LEG’s Action Plan and record and organize progress and outcomes of the different items on the Plan.
- Perform such other duties as may be assigned.
Desirable Competencies
Behavioural
a) takes responsibility and manages constructive criticism; b) works effectively with all clients and stakeholders; c) promotes continuous learning; communicates clearly; d) takes initiative and drives high levels of performance management; e) plans work, anticipates risks, and sets goals within area of responsibility; f) displays mastery of subject matter; g) contributes to a collegial team environment; h) incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; i) displays awareness of relevant technological solutions; j) works with internal and external stakeholders to meet resource needs of IOM.
Technical
a) executes administrative tasks in a timely and accurate manner; b) effectively provides sound and clear legal advice using knowledge of IOM mandate, privileges and immunities, and other relevant internal and external regulations and laws.
Desirable Qualifications and Experience
a) completed university degree from an accredited academic institution, preferably in business administration, law or other related fields; b) six years of experience in administrative support in international organizations; c) advanced knowledge of computer programmes; d) experience in administrative support in a legal department of an inter-governmental organization (IGO), an advantage; e) knowledge and work experience in IOM’s administrative procedure is desirable; f) experience in dealing with high level counterparts and with diplomatic missions, an advantage; g) editing skills in English, French or Spanish an advantage; h) translation skills in English to French or English to Spanish an advantage.
Languages
Through knowledge of English and French. Knowledge of Spanish an advantage.
NOTE:
- The tenure of contract of staff members holding a regular contract will remain unchanged.
How to apply:
How to apply:
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by January 25, 2013 at the latest, referring to this advertisement.
For further information, please refer to:
In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications.
Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system.
IOM Administrative Assistant – Office of Legal Affairs (LEG)
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