Project Assistant (Administration) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Project Assistant (Administration)

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

Classification: General Service Staff, Grade G4

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, the Project Assistant will contribute to the implementation of IOM Ukraine’s Response, Recovery and Resilience Unit’s efforts in the West/North/East/South Region, especially concerning administration.

Core Functions / Responsibilities:

1. Assist, especially administratively, in the implementation and monitoring of project activities.
2. Retrieve, compile, summarize, and present information/data on specific project topics.
3. Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.
4. Liaise with IOM finance, supply chain unit, and human resources colleagues in other offices in support of hub operations.
5. Assist in monitoring finance aspects related to the running of the hub, as well as payments and other project-related financial issues regarding project activities coordinated from the hub.
6. Handle the petty cash account of the sub-office, execute cash payments, and check all payment requests/invoices to ensure that the supporting documents and other requirements are complete; follow-up with respective staffs in case of incomplete submissions prior to settlement /payment.
7. Maintain manual cash book and perform daily/weekly/monthly cash count with the supervisor at the office.
8. Provide the monthly cash report following the internal procedure.
9. Assist in preparation of monthly funding requests in time, coordination with other concerned units.
10. Support the finance unit to verify implementing partners’ financial reports. Advise implementing partners on financial/procurement issues when required under the guidance of the finance team.
11. Ensure proper maintenance and completeness of financial documentation.
12. Apply admin/finance procedures in place and propose new solutions to smoothen related processes as necessary, feasible and applicable, to better adapt to the evolving context and implementation methodologies.
13. Assist procurement and logistics operations in the hub area in coordination with project managers and other units.
14.  Aid in contracting IPs, assist in the procurement of goods and services.
15. Support hub and facility maintenance and administration, including through discussion with vendors, assisting payments, and following up.
16. Provide logistical support to hub staff and visiting staff, including advice on travel options, submission of security clearances, movement plans and accommodation bookings.
17. Support administrative coordination of project implementation, involving liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
18. Draft status reports, identifying shortfalls in delivery and bringing them to the attention of the supervisor.
19. Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation.
20. Organize meetings, workshops and training sessions.
21. Respond to general information requests and inquiries; set up and maintain files/records.
22. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education 

• High school diploma with four years of relevant experience;

OR

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

Experience

• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups;
• Experience of working in a UN agency or International NGO is an asset;
• Experience of working with governmental authorities and NGOs;
• Experience of field work and assessment;
• Experience of general administration;
• Experience of finance, procurement or logistics work;
• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures is an advantage;
• Knowledge and understanding of the issue of emergency and recovery response in Ukraine ;
• Proficient user of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis;

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 IOM Personal History Form 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.

https://ukraine.iom.int/careers