Job Description

Under the overall supervision of the Chief of Mission (CoM) in Poland and direct supervision of the Senior Supply Chain Associate; and, in collaboration with relevant units within the mission, the successful candidate will be responsible for providing administrative and logistics support to the Chief of Mission, RMO, other employees, and office visitors by handling a variety of tasks necessary to ensure that all interactions between the International Organization of Migration, Poland, and others are positive and productive.

Responsibilities

  1. Provide logistics and administrative support to all activities of the office. 

  2. In coordination and support to the supply chain unit, monitor store room to ensure adequacy of office supplies and material. Act as focal point for the maintenance of the office and raise requests, including purchase requisition as assigned.

  3. When necessary, assist and participate in initial orientation of international and local staff on general administrative matters including support in visiting the office buildings and meeting staff at the various locations.

  4. Support the functions at the reception area in monitoring entry to the main office, welcoming visitors and monitoring the official phone lines.

  5. Meet official personnel at the airport(s) and facilitate immigration and customs formalities as required;

  6. Support the Executive Assistant with collecting and delivering mail, documents, pouches, and other communications/items from and to the country office; contacting Ministry of Foreign Affairs, go to the post office, airport, government agencies, other UN agencies, institutions, project sites, etc., to take and deliver items and communications; keep records as required.

  7. Support the Supply Chain Unit in coordinating and monitoring vehicle assignment to approved users at the duty station to ensure and organize the transportation schedules and vehicle management oversight.

  8. Drive the vehicle(s) assigned for the Chief of Mission/and other logistics and transportation support.

  9. Manage the day-to-day maintenance of the assigned vehicle(s) to ensure roadworthiness of the vehicles. This includes daily check of tires, brakes, engine oil, fan belt, etc.; Arrange for minor repairs and ensures that the vehicles are kept clean.

  10. Ensure that the vehicles undertake regular service intervals.

  11. Ensure that the IOM vehicle(s) is used only for official/authorized business, as advised by the supervisor.

  12. Make sure that the daily log sheet is prepared, and a monthly report is prepared summarizing statistics linked to mileage, fuel consumption, etc. for the vehicle.

  13. Keep a high degree of confidentiality and discreteness in discussions, which involves IOM and its officials. Take proper actions to reduce potential security threats to IOM officials and/or property within the immediate vicinity of the vehicle and along transport routes.

  14. Conduct basic driving test for staff members to determine competency to operate an IOM vehicle.

  15. Perform such other duties as may be assigned.
     

Qualifications

EDUCATION

  • High school degree/certificate with minimum 4 years of relevant working experience or Bachelor’s Degree with minimum 2 year of relevant working experience from an accredited institution.
  • Valid national driver’s licence.


 

EXPERIENCE

  • Knowledge of driving rules and regulations.
  • Experience in driving a variety of makes and models of vehicles
  • Skills in minor vehicle repairs. 
  • Knowledge of radio, email, telephone and other applications.
  • Experience with international humanitarian organizations, embassies, non-government or government institutions/organization in a multi-cultural setting is an advantage;


 

SKILLS

  • Knowledge of Microsoft Suite a distinct advantage


 

LANGUAGES

  • Required: Fluency in English and Polish (oral and written).
  • Desirable: Russian or Ukrainian.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these three 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.

Notes

  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

  2. 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.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. 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.

  8. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Special Short Term Graded (Up to 9 months)
Org Type: Country Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-4
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.