Administrative Assistant (G5) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates 

Position Title: Administrative Assistant
Duty Station: Kyiv, Ukraine
Classification: General Service Staff, Grade G5
Type of Appointment: Special Short-Term, Six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 27 April 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 direct supervision of the Senior Resources Management Officer (SRMO), the successful candidate will be responsible and accountable for managing the resources management functions, specifically:

Core Functions / Responsibilities: 

1. Screen requests for appointments with supervisor; maintain supervisor’s calendar; confirm mutually convenient schedules and arrange appointments; receive visitors; place and screen telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature;
2. Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications;
3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures; carry out quality control functions for outgoing documents; proofread texts for adherence to format, grammar, punctuation and style;
4. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; coordinate with other units to ensure smooth running and expedition of work within the unit;
5. Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches; generate a variety of statistical and other reports from various databases;
6. Monitor and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems;
7. Create and maintain the work unit’s filing and reference systems; review the efficiency of office procedures and make recommendations for improvements; update office websites; and,
8. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree preferably in Business Administration or related fields from an accredited institution with three years of relevant professional experience.

Experience 

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; 
• Attention to detail, ability to organize paperwork in a methodical way; 
• Discreet, details and clients-oriented, patient and willingness to learn new things; and, 
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

Languages

Fluency in English and Ukrainian 

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 on IOM Personal History Form (iom.org.ua/sites/default/files/personal_history_form_0.xls) to [email protected]  by 27 April 2022 the latest, referring to this advertisement in the subject line of your message. 

Only shortlisted candidates will be contacted. 

Posting period:

From 20.04.2022 to 27.04.2022