Expedited SVN Administrative Assistant, for internal candidates only
Kyiv
- Organization: IOM - International Organization for Migration
- Location: Kyiv
- Grade:
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Closing Date: Closed
Job Description
Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Programme Coordinator of the MSDL Unit, the successful candidate will assist in administrative tasks for the unit and as relates to daily office administration and administrativie support to the the three MSDL sub-units: Livelihoods, Economic Recovery & Development, and Labour Migration & Markets.
Responsibilities
- Type, format and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation;
- Receive, screen and direct telephone calls and visitors; respond toroutine internal and external enquiries and/or refer to appropriate contacts /units;
- Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format;
- Set up and maintain office files and reference systems according to standard procedures;
- Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems;
- Support the organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities.
- Assist with arranging for travels: organize transport, logistics, accommodation, documents;
- Ensure availability of office supplies and appropriate maintenance of office equipment; and,
- Perform other related duties as assigned.
Qualifications
EDUCATION
- High school diploma with three years of relevant experience; or,
- Bachelor’s degree in Business Administration or related fields from an accredited institution with one year of relevant professional experience.
EXPERIENCE
Experience of work in economic recovery, livelihoods, and/or technical and vocational education
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
SKILLS
- Strong communication, organizational, and coordination skills;
- Critical thinking, research, and analytical skills;
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
SECTION 5
Languages[1]
REQUIRED
For this position, fluency in English and Ukranian is required (oral and written).
[1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.
Competencies[1]
The incumbent is expected to demonstrate the following values and competencies:
VALUES - All IOM staff members must abide by and demonstrate these five 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 indicators – 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.
[1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 6
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-3