Адміністративний/-а Асистент/ка -Administrative Assistant

Open to Internal and External Candidates

Position Title:Administrative Assistant

Duty Station:Kyiv, Ukraine

Classification:General Service Staff, G4

Type of Appointment:Fixed-term, one year with possibility of extension

Estimated Start Date:As soon as possible

Closing Date:15 December 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 Policy, Liaison and Programme Development (PLPD) Coordinator, the Administrative Assistant will support with administrative functions the work of all teams (Communications, Project Development, Government Liaison and Non-Government Liaison) under the PLPD Unit.

Core Functions / Responsibilities: 

1. Keep on track with the activities/tasks of each team under the Unit and organize on a weekly basis all administrative functions to be carried out at the Unit level; inform and seek endorsement by the Unit Coordinator.
2. Coordinate with respective administrative Units within the Mission on the various administrative tasks to be performed through written exchange and other means of communication (including with finance, procurement, human resources, travel and operations, etc.); ensure relevant information is shared across the Unit.
3. Undertake all administrative tasks including but not limited to payment requests, preparation of TAs, draft consultancy contracts, contracting of vendors, organization of travel, including processing of relevant tasks in IOM platforms.
4. Check all payment requests/invoices to verify that the supporting documents and other requirements are complete; follow-up with respective staff in case of incomplete submissions prior to settlement /payment.
5. Provide administrative and logistical assistance in the implementation of all Unit activities (including organization of events and meetings, drafting of agenda, list of participants, booking of venue, etc.).
6. Provide support in contracting vendors, especially for the Communications Team assist in the selection and procurement of goods and services.
7. Assist in stocking and dissemination of IOM and donor branded visibility items, keep respective records.
8. Draft status reports, identifying shortfalls in delivery and bringing them to the attention of the Unit Coordinator.
9. Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation.
10. Respond to general information requests and inquiries; set up and maintain files/records.
11. Perform such other duties as may be assigned.

 Required Qualifications and Experience

 Education 

• High school diploma with four years of relevant experience, preferably in administrative support or similar roles;

OR

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

 Experience 

• Experience of finance, procurement or logistics work is desirable;
• Experience of working in a UN agency or International NGO is an asset;
• Experience of working with governmental authorities and NGOs;
• Experience of general administration;
• 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;
• Excellent organizational skills, attention to details, and communication abilities;
• Proven ability to work in a team and autonomously;
• Proficient user of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

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  IOM Personal History Form  and sending it to [email protected]  by 15 December 2022 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

 Posting period:

rom 08.12.2022 to 15.12.2022