Асистент/-ка Адміністрації ПЗПСП / (Administrative Assistant (MHPSS)) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Kindly note that all applications should be submitted through the IOM Global Career Site (View the external job posting). Applications submitted in any other manner will not be considered.

Position Title: Administrative Assistant (MHPSS) 

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4

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

Estimated Start Date: As soon as possible

Closing Date: 14 November 2024

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 and the direct supervision of the Senior Programme Officer (MHPSS), the successful candidate will contribute to the administrative, financial and human resources component of the implementation of IOM’s Mental Health and Psychosocial Programme activities in Ukraine.

Core Functions / Responsibilities:

1. Assisting in the overall implementation of the Mental Health and Psychosocial Program’s activities. 
2. Providing administrative support to MHPSS programme in HR and financial areas. 
3. Carry out administrative steps for the hiring of consultants in accordance with IOM HR guidelines and rules. 
4. Collect contract documents for consultants and process approvals from relevant IOM departments. 
5. Coordinate the process of recruitment and selection with other departments and technical teams, including scheduling and organization of interviews, documentation of the panel decisions, taking notes during the interviews and filling candidate selection forms and processing them accordingly. 
6. Prepare the documentation needed for payments for IOM MHPSS consultants and contractors on a monthly basis. 
7. Process documentation, renewals and consultants’ contracts as per IOM MHPSS programme management decisions. 
8. Prepare, submit and follow up on purchase requests corresponding to the needs of IOM field needs and timely payments of services (events, vehicles and other services)  
9. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree (preferably in business administration, management, public administration, law, human resources or other related field) from an accredited academic institution with two years of relevant professional experience; 

OR 

• High school diploma with minimum four years of work experience. 

Experience

• Experience in organizational financial and administrative duties; 
• Experience in human resource management tasks; 
• Proven drafting, writing, and reporting skills, confident user of the Microsoft Office Suite; 
• Knowledge of humanitarian activities and context is advantageous; 
• Knowledge and understanding of the issue of emergency and recovery response in Ukraine is an asset; 

Skills

• Advanced PC skills (Microsoft Word, Excel, Powerpoint, SAP). 
• Demonstrated Skills in administration, HR and financial areas in previous jobs; 
• Coordination skills, dealing with multiple internal and external stakeholders; 
• Communication skills with a wide range of people, including people of culturally diverse backgrounds. 
• Excellent time management skills 
• Person centred approach ensuring timely completion of tasks. 

Languages

For this position, fluency in English and Ukrainian (oral and written). is required (oral and written).

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.
• 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 Level1

• 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.

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 ONLY through this link View the external job posting (Position number 12213) by 14 November 2024 the latest. Applications submitted in any other manner will not be considered.

Only shortlisted candidates will be contacted.

Posting period:

From 07.11.2024 to 14.11.2024