Administrative Associate (Travel) (GS)

IOM - UN Migration; Genf; On-site; CHF 90,000 - 120,000; Full time

Job summary

IOM in Geneva invites applications for an Administrative Associate (Travel) to support the Executive Office. The role covers travel arrangements, visas, expense claims, and related administrative tasks to ensure smooth operations.

Under supervision, you will screen appointments, manage calendars, receive visitors, and assist with meetings, minutes, and translations as required. This position is based in Geneva, Switzerland.

Qualifications

• Experience providing administrative support in a fast-paced environment.
• Experience coordinating travel arrangements and related documentation.
• Strong calendar management and multitasking abilities.
• Attention to detail and ability to handle sensitive information.

Responsibilities

• Arrange duty travels: flights, accommodations, visas, travel advances, and expense claims.
• Screen appointment requests; manage calendars; receive visitors; respond to queries and correspondence.
• Coordinate office support for meetings and events; prepare minutes; arrange editing/translation as needed.
• Review and route mail; draft responses; ensure formatting and style adherence.
• Perform administrative duties including contracts, leave, budgeting, and unit coordination.
• Research and organize background information for reports, briefs and speeches.

Skills

Administrative support

Travel coordination

Calendar management

Data handling

Job description

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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 and internal-equivalent candidates are considered as first-tier candidates.

Responsibilities

Under the overall supervision of the Executive Officer Director and direct supervision of the Executive Assistant to the Director General (DG), the Administrative Associate (Travel) will be part of the Administrative Support Unit, which is responsible for the administrative duties within the Executive Office. They will carry-out the following duties:

• Arrange duty travels of officials within the Executive Office, including coordination of flights and accommodations; prepare travel authorizations, security clearance and other requirements for travel such as visa applications, travel advances, etc; finalize travel expense claims in coordination with the Accounting Division and Central Accounting Support;
• Screen requests for appointments with officials within the Executive Office; maintain calendar of officials within the Executive Office; 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;