Асистент/ка Адміністрації / Administrative Assistant

Open to Internal and External Candidates

 Position Title: Administrative Assistant (Programme Support)

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4

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

Estimated Start Date: As soon as possible

Closing Date: 17 July 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 overall supervision of the Chief of Mission and Program Coordinator (Partnership and Programme Development), and the direct supervision of the Programme Support Officer, the successful candidate will support Programme Support Unit (PSU) and teams at IOM Country Office in Kyiv, Ukraine and will be predominantly responsible and accountable for supporting administrative needs for the staff and unit.

 Core Functions / Responsibilities:

1. Coordinate all administrative needs for the PSU and teams within the PSU (Operations Administration, Project Development and Reporting (PD/R), Information Management (IM), Monitoring, Accountability, Evaluation and Learning (MEAL).
2. Support the organization and administration of meetings, workshops, and other events (e.g., arranging for meeting rooms and other facilities, drafting meeting minutes, printing documents).
3. Assist with arranging for travel for unit staff members and programme teams including for donor visits or third-party monitor visits; organize transport, logistics, accommodation, and documents, coordinating with fleet management and Hubs.
4. Support the printing, delivery and distribution of visibility, information, communication and education materials.
5. Draft routine correspondence, collate tables, compose basic reports, presentations, publications, and other documentation, as requested.
6. Assist in drafting and submission of documents for the PSU e.g., purchase requisition forms, requests for payments etc, travel requests and travel expenses forms.
7. Support Unit with proper electronic and paper document flow, including general document verification, submission for signatures, sending signed documents back by e-mail or post and timely coordination with counterparts.
8. Provide Ukrainian-English and English-Ukrainian translation when necessary.
9. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school degree or equivalent with at least four years of relevant work experience; OR
• Bachelor’s degree (preferably in Business Administration or any other related field) from an accredited academic institution with at least two years of relevant work experience.

Experience

• Experience in administration functions is required;
• Proficient in the usage of office software packages (MS Word, Excel, PowerPoint, Outlook etc.);
• Knowledge of humanitarian activities and context as well as prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is substantial advantage;
• Awareness of IOM internal procedures, policies and regulations is advantageous.
• Attention to detail, ability to organize electronic and paper document flow in methodical and systematic way;
• Strong organizational skills;
• Ability to understand the Organization’s portfolio, procedures and structure;
• Capacity to work effectively and harmoniously in a team of colleagues of varied cultural and professional background; and
• Discreet, details and results-oriented, patient and commitment to quickly learn new aspects of work.

Languages

Fluency in English and Ukrainian (oral and written).

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 (level 1)

• 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 17 July 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 03.07.2023 to 17.07.2023