Administrative Associate (Travel) - Geneva

About the role

IOM, a UN-related organization working on migration, is recruiting an Administrative Associate (Travel) in Geneva. Reporting to the Executive Assistant to the Director General and working under the supervision of the Executive Officer Director, the post is part of the Administrative Support Unit within the Executive Office. Applications are open to internal and external candidates.

Key responsibilities

• Arrange duty travels of officials, including flights and accommodation, and prepare travel authorizations, security clearance and visa applications
• Finalize travel expense claims with the Accounting Division and Central Accounting Support
• Screen appointment requests, maintain the officials' calendar, confirm schedules, receive visitors and handle confidential correspondence
• Coordinate office support for meetings, trainings, seminars, committees and events, and prepare minutes and follow-ups
• Handle incoming mail, draft responses, proofread texts and run quality control on outgoing documents
• Record leave and attendance, prepare drafts of budget preparations and follow up on pending actions
• Compile background material and statistics for reports, briefs and speeches, and process administrative actions in IOM's computerized systems
• Maintain filing and reference systems, suggest improvements to office procedures and update the office website

Required profile

• Bachelor's degree in Business Administration or a related field with two years of relevant experience, or a high school diploma with four years of experience
• Fluency in English and French (oral and written); working knowledge of another UN official language is an advantage
• Experience with international humanitarian organizations or multi-cultural institutions is an advantage
• Attention to detail, discretion, client orientation and willingness to learn

Required skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to organize paperwork methodically