Асистент/-ка проєкту / Shelter Project Assistant (Administrative and Finance) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: Shelter Project Assistant (Administrative and Finance)
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: 24 March 2023

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 Programme Coordinator (Shelter and Housing), and the direct supervision of the Programme Support Officer (Shelter and Housing), in close coordination and technical guidance of Finance Unit, the incumbent will provide administrative support to the Shelter and Housing unit.

Core Functions / Responsibilities:

1. Support Shelter and Housing Unit with all administrative functions, in coordination with the program managers and the support units.
2. Support Shelter and Housing Unit with proper electronic and paper document flow, including but not limited to initial general document verification, submission for signatures, sending signed documents back by e-mail or post and coordination with the persons in charge to ensure timely processing.
3. Review projects consumption, budget lines and expenditure on a weekly basis; prepare projects consumption reports as required and flag any budgetary issues to relevant program managers in a timely manner.
4. In coordination with Budget and Monitoring Unit, support in the planning and allocation of expenses in line with the needs of Shelter and Housing Unit, ensuring that all costs are eligible and in line with donor commitments.
5. Maintain the procurement and budgets tracking matrix for the thematic project teams.
6. Support the program managers in preparation of budget, accounting, financial, statistical reports and other thematic reports as may be required.
7. Support the Information Management Officer in improving the Unit’s budget tracking tools and integrating these into the unit’s data management systems.
8. In coordination with the Resource Management Unit and Project Assistant (Partnerships), support the communication and coordination of Implementing Partners, as needed. Provide technical support to Implementing Partners and monitor their activities.
9. 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 or equivalent from an accredited academic institution (preferably in Finance, Accounting, Statistics or related field) with at least three years of relevant work experience.

Experience

• Experience in resource management, accounting and financial reporting.
• Experience in administrative and database management.
• Experience using Microsoft Office and related software.
• Previous experience working with in the humanitarian sector, or an International Organization is preferred.
• Personal commitment, efficiency, flexibility and drive for results.
• Ability to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.
• Capable of working under stressful conditions, pay close attention to details,
• Excellent computer skills especially MS Office and SAP,
• Strong communication skills with the ability to effectively and persuasively present information in a variety of settings and formats.
• Ability to work effectively and harmoniously in a team.
• Flexibility and focus on processes and their improvements.

Languages

English and Ukrainian 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 24 March 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 03.03.2023 to 24.03.2023