Помічник/-ця з приміщень / Premises Assistant – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

 Position Title:Premises Assistant

Duty Station:Kyiv, Ukraine

Classification:General Service Staff, Grade G5

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

Estimated Start Date:As soon as possible

Closing Date:30 May 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 Resource Management Officer, the direct supervision of the Administrative Officer (Fleet and Facilities), the Premises Assistant will be responsible for providing necessary support in matters of the renting of IOM premises in Ukraine, as well as related to that procurement, recruitment, maintenance, refurbishment, security, administrative and assets management.

Core Functions / Responsibilities: 

1. Assist in coordinating relations with the owners of the premises that IOM rents in Ukraine, including working premises, warehouses, and common premises with other UN Agencies.
2. Assist in Monitoring and tracking existing contracts with the owners of the premises to coordinate timely renewal of the contracts and payments.
3. Provide necessary assistance in negotiating with the owners of the premises whenever IOM plans to rent new premises. This may include travel to the locations where IOM plans to rent premises and participate in meetings with the owners of the premises.
4. Provide necessary assistance in coordinating all relevant refurbishments, repairs and maintenance of the premises that IOM currently rents, including contribution to hiring necessary construction and design capacities when needed.
5. Assist the Administrative officer to do PR, OIPA and do budgeting (forecasts) for the fleet (based on actual and projected transport usage and needs) and facilities, including for staffing, equipment, materials, and supplies with the guidance of the Finance team. Participate in monitoring and approving of expenditures.
6. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education 

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

OR

• Bachelor’s Degree (or equivalent) (preferably in business administration, management or logistics) with at least three years of professional work experience.

Experience 

• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Experience supervising the development and implementation of administrative control procedures.
• Excellent level of computer literacy
• Good knowledge of SAP/PRISM an advantage
• Orientation for results
• Negotiations skills

 Languages

Fluency in English, Ukrainian 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 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, sending Personal History Form to [email protected]  by  30 May 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

 Posting period:

From 16.05.2023 to 30.05.2023