Асистент/ка Проєкту (Адміністрація) / Project Assistant (Administration)

Open to Internal and External Candidates

Position Title: Project Assistant (Administration)

Duty Station: Dnipro, Ukraine

Classification: General Service Staff, Grade G5

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

Estimated Start Date: As soon as possible

Closing Date: 25 April 2024 

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 the direct supervision of the National Programme Officer (Hub Lead), the Project Assistant (Administration) will contribute to the implementation of IOM Ukraine in the East Region, especially concerning administration.

Core Functions / Responsibilities:

1. Assist, especially administratively, in the implementation and monitoring of project activities.
2. Retrieve, compile, summarize, analyse, and present information/data on specific project topics.
3. Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.
4. Liaise with IOM finance, supply chain unit, and human resources colleagues in other offices in support of hub operations.
5. Assist in monitoring finance aspects related to the running of the hub, as well as payments and other project-related financial issues regarding project activities coordinated from the hub.
6. Handle the petty cash account of the sub-office, execute cash payments, and check all payment requests/invoices to ensure that the supporting documents and other requirements are complete; follow-up with respective staffs in case of incomplete submissions prior to settlement /payment.
7. Maintain manual cash book and perform daily/weekly/monthly cash count with the supervisor at the office.
8. Provide the monthly cash report following the internal procedure.
9. Assist in preparation of monthly funding requests in time, coordination with other concerned units.
10. Support the finance unit to verify implementing partners’ financial reports. Advise implementing partners on financial/procurement issues when required under the guidance of the finance team.
11. Ensure proper maintenance and completeness of financial documentation.
12. Apply admin/finance procedures in place and propose new solutions to smoothen related processes as necessary, feasible and applicable, to better adapt to the evolving context and implementation methodologies.
13. Assist procurement and logistics operations in the hub area in coordination with project managers and other units. 
14. Aid in contracting IPs, assist in the procurement of goods and services.
15. Support hub and facility maintenance and administration, including through discussion with vendors, assisting payments, and following up.
16. Provide logistical support to hub staff and visiting staff, including advice on travel options, submission of security clearances, movement plans and accommodation bookings.
17. Act as focal point for administrative coordination of project implementation, involving extensive liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
18. Draft status reports, identifying shortfalls in delivery, bring them to the attention of the supervisor and suggest remedial actions.
19. Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation.
20. Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops and training sessions;
21. Participate in meetings and conferences; assist in coordinating implementation activities with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project. 
22. Assist in monitoring work of implementing partners and report non-compliances to the supervisor.
23. Provides guidance/training to new/junior staff.
24. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma/certificate with at least five years of relevant professional 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 three years of relevant work experience.

Experience

• Two years or more of professional experience with an international organization in in the field of administration or project management;
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups;
• Experience working in a field environment is an asset.

Skills

• Proficiency in the usage of Microsoft Office (MS Word, Excel, etc.) is required; advanced knowledge of spreadsheets and data analysis in Excel is desired;
• Excellent communication skills;
• Ability to understand, develop and implement administrative and financial control procedures;
• Proven drafting, writing, and reporting skills.

Languages

Fluency in English and Ukrainian (oral and written) 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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. 

Core Competencies – behavioural Level 1

• 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 actions 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 Personal History Form to [email protected] by 25 April 2024 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 16.04.2024 to 25.04.2024