Administrative Clerk – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative Clerk

Duty Station: Multiple: Uzhhorod, Lviv, Ivano-Frankivsk, Chernivtsi, Vinnytsia, Odesa, Dnipro, Poltava (Ukraine)

Classification: General Service Staff, Grade G3

Type of Appointment: Special Short-Term, Nine months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 14 June 2022

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 a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context: 

Under the overall supervision of the Chief of Mission and the direct supervision of the Hub Lead (Location), the Administrative Clerk will contribute to the administrative aspects of implementation of IOM Ukraine’s Response, Recovery and Resilience Unit’s efforts in the West/North/East/South Region.

Core Functions / Responsibilities: 

1.   Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation; 

2.   Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts/units;

3.   Support administrative coordination for project implementation, involving liaison with diverse organizational units or external parties to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions. 

4.   Retrieve, compile, summarize, and present information/data on specific topics.

5.   Draft status reports, correspondence, briefing notes, graphics, statistical tables, presentations, and other forms of documentation.

6.   Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;

7.   Set up and maintain office files and reference systems according to standard procedures;

8.   Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems; 

9.   Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities);

10. Assist with arranging for travels: organize transport, logistics, accommodation, documents; 

11. Ensure availability of office supplies and appropriate maintenance of office equipment; 

12. Perform other duties as required.

Required Qualifications and Experience

Education

• High school diploma with three years of relevant experience; 

OR

• Bachelor’s degree in Business Administration Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law or related fields from an accredited institution with one year of relevant professional experience.

Experience 

• Experience of general administration;
• Experience working in a field environment;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

Skills

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way; 
• Discreet, details and clients-oriented, patient and willingness to learn new things; 

Languages

Fluency in English and Ukrainian, Russian (oral and written) is required. 

The incumbent is expected to demonstrate the following values and competencies:

Values 

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies – behavioural indicators 

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. 

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances. 

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

 How to apply:

Interested candidates are invited to submit their applications on Personal History Form to [email protected]  by 14 June 2022 the latest, referring to this advertisement in the subject line of your message. 

Only shortlisted candidates will be contacted. 

Posting period:

From 31.05.2022 to 14.06.2022.