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

Open to Internal and External Candidates

 Position Title: Administrative Assistant (Shelter)

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4 

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

Estimated Start Date: As soon as possible

Closing Date: 21 July 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 International Organization for Migration (IOM) is the only international inter-governmental agency with a specific mandate for migration and is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing technical expertise to governments, migrants, and host communities through a wide range of sustainable solutions contributing to support populations affected by forced migration and improve living conditions of Internally Displaced Persons (IDPs).

Under the overall supervision of the Chief of Mission and Programme Coordinator (Housing and Shelter), with the direct supervision of Programme Officer (Shelter), the successful candidate will provide administrative support to the implementation of IOM Ukraine’s Shelter and Housing Programme.

 Core Functions / Responsibilities:

1. Provide administrative support in the implementation and monitoring of Shelter and Housing Project activities, including liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2. Retrieve, compile, process, summarize, and present information/data on specific project topics.
3. Draft status reports, identifying shortfalls in delivery and bringing them to the attention of the supervisor.
4. Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation.
5. Assist in preparation of monthly funding requests in coordination with other concerned units.
6. Support regular reporting (IOM internal, IOM external, UN-related and others), correspondence, publication and presentation materials as necessary.
7. Ensure proper maintenance and completeness of financial documentation required for payments to the contractors under Shelter activities; closely liaise with IOM Finance and Supply Chain Units to support of Shelter operations.
8. Support procurement and logistics operations within Shelter and Housing interventions in the Kyiv Hub area in coordination with other units.
9. Provide logistical support to Hub staff and visiting staff, including advice on travel options, submission of security clearances, movement plans and accommodation bookings.
10. Support organization of meetings, workshops and training sessions, etc.
11. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

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

OR

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

Experience

• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups;
• Experience of working in a UN agency or International NGO is an asset;
• Experience of field work and assessment;
• Experience of general administration, finance, procurement or logistics work;
• 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;
• Proficient user of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

Fluency inEnglish and Ukrainian 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 21 July 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.