21191 Administrative Officer (P2) Geneva, Switzerland
Job Identification (Reference Number): 21191
Position Title: Administrative Officer
Duty Station City: Geneva
Duty Station Country: Switzerland
Grade: P-2
Contract Type: Fixed-term (1 year with possibility of extension)
Recruiting Type: Professional
Vacancy Type: Vacancy Notice
Initial duration: 1 year with possibility of extension
Closing date: 17 June 2026
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
For the purpose of this vacancy, the following are considered first-tier candidates:
1. Internal candidates
2. Candidates from the following non-represented member states:
Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Seychelles, Solomon Islands, Suriname, Timor-Leste, Tonga, Tuvalu, Vanuatu.
Second tier candidates include:
All external candidates, except candidates from non-represented member states of IOM.
Organizational Context and Scope:
Under the overall supervision of the Deputy Director General for Management and Reform (DDG M&R) and direct supervision of the Special Advisor to the DDG for Management & Reform, the Administrative Officer provides broad-based administrative, coordination and analytical support to the DDG M&R, ensuring effective time management, prioritization and smooth day-to-day functioning of the Office. The role contributes to quality control, coherence and timely follow up across administrative, planning and reporting functions. In particular, the Administrative Officer will:
Responsibilities and Accountabilities:
1. Provide broad administrative support to the DDG M&R, including managing scheduling priorities, coordinating calendars, supporting preparation for meetings and engagements, and ensuring timely administrative follow-up, in order to optimize the effective use of the DDG M&R’s time and attention.
2. Coordinate the preparation of briefing packages, background notes and consolidated inputs for meetings, missions, events and senior level engagements under the Management and Reform portfolio, including drafting content and summarizing key information, and liaising with relevant departments and offices to ensure accuracy, completeness and timeliness.
3. Track, monitor and analyze follow up actions arising from high level meetings, committees, governance bodies and internal consultations; maintain action tracking tools; identify delays, risks or cross cutting issues; and flag them to management with proposed solutions, as appropriate.
4. Support planning, monitoring and reporting on Management and Reform initiatives and priorities, including the preparation of summaries, progress updates, dashboards and timelines.
5. Undertake structured research and analysis on issues relevant to the Management and Reform portfolio, drawing information from corporate systems, internal documentation and external sources.
6. Review, consolidate and perform quality assurance on incoming and outgoing correspondence, to ensure consistency with organizational standards, messaging and deadlines, and support the drafting of responses, when required.
7. Monitor and follow up on administrative actions (human resources, finance, procurement, contracts and logistics) initiated by relevant units on behalf of the DDG M&R Office; follow up on pending items; identify bottlenecks or inconsistencies; and coordinate resolution with responsible administrative counterparts.
8. Coordinate travel, scheduling and logistical arrangements for DDG M&R as prepared by ensuring compliance with organizational policies, cost effectiveness and alignment with priorities.
9. Contribute to the maintenance and improvement of filing, records management and knowledge sharing systems within the DDG M&R Office, including SharePoint and other internal platforms, and propose enhancements to improve efficiency, accessibility and institutional memory.
10. Review administrative procedures and workflows within the Office; identify opportunities for simplification, standardization or risk mitigation; and support the implementation of agreed process improvements.
11. Support tour on duty preparation and planning, including travel arrangements, administrative and logistics arrangements.
12. Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education:
• Master’s degree in Business Administration, Public Administration, Management or related fields from an accredited institution with two years of relevant professional experience; or,
• Bachelor’s degree in the above fields with four years of relevant experience.
Experience:
• Relevant administrative or coordination experience, preferably within an international organization, non governmental or governmental institution, in a multi cultural environment;
• Experience providing administrative, logistical or coordination support to senior management, committees or offices is an advantage;
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook); experience with collaboration or document management platforms is an advantage.
Skills:
• Exposure to administrative areas such as human resources, finance or procurement processes is desirable;
• Demonstrated organizational and coordination skills, with the ability to manage multiple tasks, maintain records and track information accurately;
• Demonstrated attention to detail, with the ability to organize documentation and maintain filing and record management systems;
• Discretion and ability to handle sensitive or confidential information with professionalism;
• Client oriented, flexible and willing to learn and adapt in a fast paced environment.
Languages:
IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
For this position, fluency in English and French is required (oral and written).
Working knowledge of Spanish is an advantage.
How to apply:
To apply, interested applicants are invited to submit their applications HERE via the IOM e-Recruitment system by 17 June 2026. https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/21191/?utm_medium=jobshare&utm_source=External+Job+Share
IOM only accepts duly completed applications submitted through the IOM e-Recruitment system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.