Вакансія Асистент/-ка Адміністрації - Administrative Assistant (OSS) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Classification: General Service Staff, Grade G5

Type of Appointment: Special Fixed-Term, one year with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 11 June 2023 

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 direct daily administrative supervision of the Chief of Mission (COM), and under the direct operational supervision and managerial responsibility of the Country Field Security Officer (CFSO), the successful candidate will be responsible for actively assisting the CFSO with all aspects of OSS administration in Ukraine. Administrative Assistant will have a daily reporting line to the COM and will have a technical reporting line to the CFSO.

 Core Functions / Responsibilities:

1. Assure smooth operational running of OSS administrative activities (TRIP/SCAAN clearances) by means of following IOM/UNDSS established operational rules and procedures.
2. Provide logistical support (travel arrangements, including visas, tickets, etc.) to OSS staff.
3. Coordinate with UNDSS the issuance of UNID’s according to the pre-approved template provided by the technical cell of UNDSS.
4. Coordinate OSS 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).
5. Assist OSS staff with requests on IT material and other IT requests through the IT ticketing application.
6. 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. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
9. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
10. Initiate general administrative tasks in the computerized financial / travel / human resources systems.
11. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
12. Provide assistance in the administrative processing of vacancy notices and consultants' contracts.
13. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
14. Order office supplies and research new deals and suppliers.
15. Coordinate with HR on IOM staff list and update the list and upload in OSS SharePoint.
16. Report to duty, if need be, during official holidays and after normal working hours to support CFSO emergency programs or any other work-related issue.
17. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma/certificate or equivalent with at least five years of relevant work experience;

OR

• Bachelor’s degree or equivalent from an accredited academic institution with at least three years of professional work experience.

Experience

• Experience of work with an international organization would be considered as a strong advantage;
• Microsoft Office skills on Microsoft Word, Excel, Power Point.
• Excellent communication and writing skills with the ability to analyse complex problems, and identify and convey clear, rapid solutions; and,
• Strong general analytical skills.

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 11 June 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.