Office Assistant – Представництво МОМ в Україні

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 Chief of Mission (CoM) and Senior Resource Management Officer, and the direct supervision of the National HR Officer, in close coordination with Procurement team, the incumbent will be tasked with the following duties and responsibilities.

Core Functions / Responsibilities:

1. Answer the telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
2. Receive, direct, and track all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission.
3. Provide support to office maintenance and assets management, including maintenance of relevant files and records and provision of support to maintenance of common premises and common service.
4. Answer routine questions and provide a variety of information regarding bulletins, brochures, and other project-related materials.
5. Provide logistical assistance to meetings, conferences, events, and workshops including invitations, travel/transport, hotel bookings, meeting materials and equipment.
6. Assist with in-house translation and interpretation when requested.
7. Provide basic office support as required.
8. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma or equivalent with at least three years of relevant work experience

OR

• Bachelor’s Degree or equivalent in Social Sciences, Business Administration, Philology, Law or related field with at least one year of professional work experience.

Experience

• Experience in administrative support services.
• Experience of work with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Knowledge on office facilities management, procurement management, accounting and/or knowledge product management will be a plus.
• Proficient in MS office applications (Word, Excel, PowerPoint, Outlook).
• Excellent interpersonal, verbal and written communication, and organizational skills.
• Clear attention to detail, ability to meet deadlines, multi-task and adapt to changing priorities.

Languages

Fluency in English, Ukrainian and Russian is required.

Required 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: maintain 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.
• Resource Mobilization – Establishes realistic resource requirements to meet IOM needs

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 special 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 (http://iom.org.ua/en/personal_history or iom.org.ua/sites/default/files/personal_history_form_2016.xls) to [email protected] by 7 June 2021 at the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.