Адміністративний/-а Асистент/ка тренінгів з безпеки – Administrative Assistant (Security Training) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative Assistant (Security Training)

Duty Station: Kyiv

Classification: General Service Staff, Grade G4

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

Estimated Start Date: As soon as possible

Closing Date: 28 August 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 Security Training Officer, Ukraine, the successful candidate will be expected to support Office of Staff Security (OSS) with specific training activities, to ensure that security trainings are carried out professionally and within IOM and UNDSS training standards.

Core Functions / Responsibilities:

1. Support administrative coordination of training activities implementation, including liaising with diverse internal and external organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2. Prepare and process the Payment Requests, organize the procurement processes for the training-related procurement of goods and materials.
3. Provide logistics assistance for the training organization, identify training venues, prepare travel authorizations/claims and obtain necessary clearances for staff as required.
4. In coordination with IOM Global Training Focal Point, compile, summarize and enter data on activity completion into databases, draft relevant evaluation reports.
5. Identify and inform the management on shortfalls in training delivery and all related issues in training activity evaluations.
6. Review, record, distribute and process incoming mail and draft training-related correspondence, follow-up on pending actions.
7. Support with preparation and update of periodic reports, briefing notes, logistical notes, graphic and statistical summaries, etc.
8. Perform such other related duties as may be assigned.

Required Qualifications and Experience

Education

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

Experience

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

Languages

Fluency in English and Ukrainian (oral and written). Russian is desirable.

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 28 August 2022 the latest, referring to this advertisement in the subject line of your message.

 Only shortlisted candidates will be contacted.

 Posting period:

From 18.08.2022 to 28.08.2022