Адміністративний/а Асистент/ка з інформаційного менедженту / Administrative Assistant (Information Management) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Administrative Assistant (Information Management)
Duty Station: Kyiv
Classification: General service staff, G4
Type of Appointment: Special Short-Term, Six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 08 November 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 IM/MEL Manager, and the direct supervision of Senior Data Analysis Specialist, an Administrative Assistant (IM) will contribute to the implementation of IOM Ukraine’s Information Management efforts and IOM Ukraine’s Displacement Tracking Matrix (DTM) activities.

Core Functions / Responsibilities: 

1. Provide overall support in administrative aspects of the IM and DTM, including overall data and analytics team document management workflow, procurement and contracts preparation, and any other related activities assigned.
2. Assist in procurement of goods and services required for implementing IM and DTM projects and activities, including preparation of the documents following the instructions and communication with the Procurement Unit and counterparties (as required).
3. Prepare meeting minutes and take notes at relevant IM and DTM events.
4. Assist in the preparation of the payroll documentation and forms, prepare draft financial and administrative documents.
5. Support IM and DTM recruitment processes via preparing draft documents and forms for HR Unit.
6. Assist in arranging IM and DTM seminars, training sessions, workshops, lectures, and visits, including the arrangement of meeting facilities, equipment, materials, preparation of correspondence and documents).
7. Draft official and unofficial correspondence in English and Ukrainian (Russian if necessary).
8. Provide informal written translation of documents (English/Ukrainian, English/Russian and vice versa) which necessary.
9. Undertake duty travel within Ukraine as required.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education 

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

OR

• Bachelor’s degree or equivalent (preferably in Human Rights, Law or International Relations) with at least two one year of relevant work experience.

Experience 

• Excellent level of computer literacy including Word, Excel, and PowerPoint.
• Experience in the usage of the data collection tools (KOBO, and XLS forms)
• Experience providing general project support, including, activity tracking and project documentation preparation and formatting.
• Experience with the standard administrative rules and regulations within IOM or other international organization or NGOs would be an asset.

Languages

Fluency in English and Ukrainian is required (oral and written).

Competencies

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 to [email protected] by 08 November 2022 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 25.10.2022 to 08.11.2022