Помічник/-ця з адміністративних питань / Administrative Assistant (Shelter and Housing) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative Assistant (Shelter and Housing)
Duty Station:  Kyiv, Ukraine
Classification:  General Service Staff, Grade G5
Type of Appointment:  One Year Fixed-Term with possibility of extension
Estimated Start Date:  As soon as possible
Closing Date:  05 September 2022

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 Programme Coordinator (Shelter and Housing), in close coordination and technical guidance of Human Resources Unit, the incumbent will support Shelter and Housing Programme with administrative and resources management relates tasks.

Core Functions / Responsibilities:

Support Programme Coordinator (Shelter and Housing) with drafting, reviewing and adjusting post descriptions based on the operational needs of Shelter and Housing Programme, in close collaboration with HR Unit..

1. Serve as a focal point in coordination with IOM Ukraine HR Unit to assure all submitted HR relevant documents are in line with IOM Ukraine HR practices and IOM HR policies.
2. With guidance of the Programme Coordinator (Shelter and Housing) and Programme Manager (Shelter), support the development and maintenance of staffing plans and strategies.
3. Support Programme staff with travel administrative arrangements, prepare travel authorizations/claims and obtain necessary clearances for staff as required. Ensure that the travel supporting documents and other requirements are complete in line with IOM policies.
4. On a regular basis Update the organigram of the Programme and communicate updates with HR Unit and respective units in the Mission.
5. Liaise with HR Unit for interviews arrangements, drafting recruitment related forms for IOM Kyiv HR Unit revision and further processing.
6. Monitor non-staff contract’s expiration for the Programme and coordinating with HR Unit their extension / termination.
7. Actively communicate with new staff members joining the Programme team.
8. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma or equivalent with at least five years of relevant work experience

OR

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

Experience

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is desirable.
• Prior work experience in Human Resources and Administration is an advantage.
• 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.
• Ability to meet deadlines and work under pressure.
• Ability to present clear and concise information and good communication skills.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Languages

Fluency in English and Ukrainian is required.

Required Competencies

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

Values – all IOM staff members must abide by and demonstrate these three 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 – behavioral 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 special 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 05 September 2022 at the latest, referring to this advertisement in the subject line of your message.  

Only shortlisted candidates will be contacted.

Posting period:

From 29.08.2022 to 05.09.2022