Асистент/ка Офісу / Office Assistant – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Office Assistant
Duty Station: Kyiv, Ukraine
Classification: General Service Staff, Grade G4 
Type of Appointment: Special Short-Term, Six months with the possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 31 October 2023 

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 general supervision of the Chief of Mission (CoM) and the direct supervision of the National Senior Human Resources Officer, the Office Assistant will be responsible and accountable for managing the resources management functions in the IOM Mission in Ukraine.

Core Functions / Responsibilities:

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;
2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;
5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;
6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;
7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
8. Provide assistance in the administrative processing of vacancy notices and consultants’ contracts;
9. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,
10. Perform other duties as required.

Required Qualifications and Experience

Education

High school diploma with four years of relevant experience;

or,

Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• 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 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 filling in the IOM Personal History Form and sending to [email protected] by 31 October 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 17.10.2023 to 31.10.2023