Administrative Assistant (OSS)

Under the overall supervision of Chief of Mission (CoM) and the Field Security Support Officer, and the direct supervision of the National Field Security and Liaison Officer, the incumbent will be responsible for actively assisting the CFSO with all aspects of OSS administration in Ukraine.

1. Assist with OSS administrative activities (TRIP/SCAAN clearances) by following IOM/UNDSS established operational rules and procedures.

2. Provide logistical support (travel arrangements, including visas, tickets, etc.) to OSS staff.

3. Support coordination with UNDSS for the issuance of UNID’s according to the pre-approved template provided by the technical cell of UNDSS.

4. Assist with OSS procurement requests, including processing and following up of online purchase requisitions (PR) and other transactions with the relevant units: Purchase Order (PO), Bids Analysis Summary (BAS), Service Agreements and Online Invoice Payable (OIPA);

5. Assist OSS staff with requests on IT material and other IT requests through the IT ticketing application.

6. Assist with the recording of new vendors in the Vendor Management System (VMS).

7. Support logistical arrangements for seminars, trainings, conferences, retreats and other events (in presence or hybrid events through creation of Teams meetings and Webinars).

8. Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.

9. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.

10. Initiate general administrative tasks in the computerized financial / travel / human resources systems.

11. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.

12. Provide assistance in the administrative processing of vacancy notices and consultants' contracts.

13. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.

14. Order office supplies and research new deals and suppliers; and,

15. Perform such other duties as may be assigned.

EDUCATION

• High school diploma with at least four years of relevant work experience; or,
• Bachelor’s degree in  Business Administration or related fields from an accredited academic institution with at least two years of professional work experience.

EXPERIENCE

• Experience working with an international organization would be considered as a strong advantage.

• Experience in administrative, clerical, logistics, travel or office support functions.

• Experience using Microsoft Office applications and computerized administrative systems.

SKILLS

• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.

• Strong organizational skills and attention to detail.

• Good written and verbal communication skills.

Languages

For this position, fluency in English and Ukrainian is required.

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 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 – behavioral 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.

Only shortlisted candidates will be contacted.

Please refer to this link for guidance on IOM Job Category.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. 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