Асистент/-ка з адміністративної підтримки програм (Administrative Program Support Assistant G4) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative Program Support Assistant
Duty Station: Kyiv
Classification: General Service Staff, Grade G4
Type of Appointment: Special Short-Term, Six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 26 September 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 Emergency and Stabilization Programme Coordinator, and the direct supervision and guidance of Program Coordinator (Partnership and Programme Development), the successful candidate will work in RRR Project Development Support Unit (PDSU) at IOM Country Office in Kyiv, Ukraine and will be predominantly responsible and accountable for supporting PDSU with proper electronic and paper document flow as well as other administrative aspects.

Core Functions / Responsibilities: 

1. Support thematic project teams (CCCM, SNFI, WASH and CBI units) with all administrative functions, in coordination with the program managers and the support units.
2. Review projects consumption on a weekly basis; prepare projects consumption reports as required and flag any budgetary issues to relevant program managers in a timely manner.
3. Identify areas for improvement and highlight them to the supervisor; and provide general inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office.
4. Support Unit with proper electronic and paper document flow, including but not limited to initial general document verification, submission for signatures, sending signed documents back by e-mail or post and coordination with the persons in charge to ensure timely processing.
5. Draft routine correspondence, ensure data entry, collate tables, compose basic reports, presentations, publications, and other documentation.
6. Perform proper filing and registry of incoming and outgoing documents, set up and maintain office files and reference systems according to standard procedures.
7. Provide Ukrainian-English and English-Ukrainian informal translation when necessary.
8. Assist in drafting and submission of financial and procurement-related documents for 3R Unit, e.g., purchase requisition forms, requests for payments etc.
9. Maintain the procurement and budgets tracking matrix for the thematic project teams.
10. Enter, retrieve, structure and update data from various sources (e.g., Intra-/Internet, office files, etc.); consolidate and present results in required basic format.
11. Support the organization and administration of meetings, workshops, and other events (e.g., arranging for meeting rooms and other facilities, drafting meeting minutes) if required.
12. Assist with arranging for travels: organize transport, logistics, accommodation, and documents.
13. Ensure availability of office supplies, keep the office equipment and furniture inventory up to date according to IOM regulations, assist in assets management.
14. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education 

• High school degree or equivalent with at least four years of relevant working experience;

or

• Bachelor’s degree (preferably in Business Administration or any other related field) from an accredited academic institution with at least two years of relevant work experience.

Experience

• Experience in administration functions is required.
• Proficient in the usage of office software packages (MS Word, Excel, PowerPoint, Outlook etc.).
• Knowledge of humanitarian activities and context as well as prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is substantial advantage.
• Awareness of IOM internal procedures, policies and regulations is advantageous.
• Attention to detail, ability to organize electronic and paper document flow in methodical and systematic way.
• Strong organizational skills.
• Ability to understand the Organization’s portfolio, procedures and structure.
• Capacity to work effectively and harmoniously in a team of colleagues of varied cultural and professional background; and
• Discreet, details and results-oriented, patient and commitment to quickly learn new aspects of work.

Languages

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

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 IOM Personal History Form to [email protected] by  26 September 2022 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 09.09.2022 to 26.09.2022