Старший/-а Асистент/-ка Адміністрації / (Senior Administrative Assistant (Security Training)) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Senior Administrative Assistant (Security Training)

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G6

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

Estimated Start Date: As soon as possible

Closing Date: 17 August 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:

The Office of Staff Security (OSS) is responsible for providing leadership on safety/security policy management and Mission operational support to enable the safest and most effective implementation and delivery of IOM programs and activities.

Under the overall supervision of the Chief of Mission and Project Officer (Security Training) , with the direct supervision of the National Project Officer (Security Training), the successful candidate will be responsible for actively assisting with all aspects of OSS Training Unit administration in Ukraine. 

 Core Functions / Responsibilities:

1. Manage and monitor a large and diversified volume of complex correspondence and coordination with UNAFPs and INGOs, often of confidential nature and with interlocutors at all levels; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention.
2. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
3. Complete a full cycle of data collection and collation of certified IFAK/SSAFE UNSMS personnel and INGO participants that have successfully completed the full training cycle. Followed by requesting certification within deadlines from different UNSMS entities responsible for the training of UNSMS personnel, completed by the distribution of certificates to the participants.
4. Coordinate training registration process with the UNFPA and INGO partners.
5. Provide logistical support (travel arrangements, including visas, tickets, etc.) to OSS Security Training Project staff; support with requests on IT material and other IT requests through the IT ticketing application.
6. Coordinate OSS Security Training Project procurement requests, including processing and following up of online purchase requisitions (PR) and other transactions with the relevant units: Purchase Order (PO), Bids Analysis Summary (BAS), Service Agreements and Online Invoice Payable (OIPA). Assist with the recording of new vendors in the Vendor Management System (VMS).
7. Support logistical arrangements for seminars, trainings, conferences, retreats and other events (in presence or hybrid events through creation of Teams meetings and Webinars).
8. Follow up on the preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language. Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.
9. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
10. Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries on behalf of the supervisor;
11. Initiate general administrative tasks in the computerized financial / travel / human resources systems.
12. Arrange appointments and duty travels, maintain supervisor’s calendar and receive visitors; make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
13. Coordinate with HR Unit administrative processing of vacancy notices and consultants’ contracts.
14. Support the Training Team with IFAK/SSAFE training delivery when required.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Political or Social Sciences, Security Management, Law and /or Business Administration or related fields from an accredited academic institution with four years of relevant professional experience;

OR

• High school diploma/certificate with at least six years of relevant work experience.

Experience and Skills

• Experience of work with an international organization would be considered as a strong advantage;
• Familiarity with financial and business administration;
• Sound and proven understanding of internal and international relations issues, both globally and sub-region specific;
• Knowledge of the region is an advantage;
• Knowledge in the field of UN Security Management policy, field security procedures and techniques;
• Proven ability to produce reports and papers on security issues;
• Understanding of the UN Security Management System, the DSS training strategy and a proven ability as assistant trainer.
• Experience in the field of training and development within a humanitarian organization is a distinctive advantage;
• A first aid training course qualification, or associated paramedic level training is an asset.

Languages

For all applicants, fluency in English and Ukrainian (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 filling in the IOM Personal History Form   and sending to [email protected]  by 17 August 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 10.08.2023 to 17.08.2023