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

Open to Internal and External Candidates

Position Title: Junior Administrative Assistant

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G3

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

Estimated Start Date: As soon as possible

Closing Date: 9 August 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 (CoM) in IOM Ukraine and direct supervision of the Senior Administrative Assistant the successful candidate will be responsible for the administrative duties of the executive office.

Core Functions / Responsibilities:

1. Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
2. Respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
3. Set up and maintain office files and reference systems according to standard procedures;
4. Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
5. Assist with arranging for travels: organize transport, logistics, accommodation, documents;
6. Assist with written translation of incoming and outgoing correspondence, addressed to the Administration.
7. Provide support with oral translation to and from English as needed during meetings and on the phone.
8. Support with monitoring UN working groups activities
9. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma with three years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with one year of relevant professional experience.

Experience

• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;

Languages

Fluency in English and Ukrainian. Russian is desirable.

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 9 August 2022 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 02.08.2022 to 09.08.2022