Молодший/-а Асистент/-ка Відділу Організації Відряджень та Логістики/ (Junior Travel and Administrative Assistant) - 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: Junior Travel and Administrative Assistant 

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G3

Type of Appointment: Special short term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 16 December 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 work environment. Internal 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 (CoM) and the direct supervision of the Senior Travel and Administrative Assistant; and in collaboration with relevant units at Headquarters and the Administrative Centres, the Junior Travel and Administrative Assistant will be responsible and accountable for assistance on logistics, travel related matters (visa support letters, Note Verbal’s, United Nation’s Laissez Passers), Travel Expense Claims processing.  

Core Functions / Responsibilities

1. Type, format and draft routine correspondence, collate tables and other documentation.
2. Assist in organizing Travel-on-Duty for IOM Staff in Country office and Staff on STA (Short Term Assignments), respond to routine internal and external inquiries. 
3. Register Travel Requests and maintain a proper e-filing system for the staff travel records, including the requests, approval, clearances, confirmation, tickets, etc. Structuring and updating selected information.  
4. Prepare draft calculations for advances on daily subsistence allowances as requested in the Letters of Invitation. 
5. Assist in preparing the payment requests, review and adjust invoices from hotels, contractors, etc. prior to submission to finance staff. 
6. Assist the IOM Ukraine Staff and International Staff on STA/TDY with accommodation. 
7. Support the Mission’s officials with UN Laissez-Passer applications. 
8. Prepare documents for visa support of Mission’s officials; as well as prepare visa support letters for all trips of personnel and staff on STA/TDY.
9. Support in the process Travel Expense Claims in full conformity with IOM Rules and Regulations and alerting supervisor in case of non-conformity. Monitor the timely submission of the Travel Expense Claims.  
10. Provide logistical and administrative assistance with respect to the national, international meetings, conferences including travel and hotel arrangements, as well as the itineraries for IOM visitors. 
11. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s Degree or equivalent in Business Administration, Finance, Management or a related field from an accredited academic institution with one year of relevant professional experience; or 
• High School Degree/Certificate with three years of relevant professional experience. 

Experience

• Prior experience in office/business administration, finance/accounting, customer service, record keeping, compliance, clerical duties, etc. 
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Knowledge of financial rules and regulations 
• Knowledge of administrative work processes 
• Knowledge of UN system programmatic work 
• Skills in drafting letters 
• Knowledge of IOM/UN administrative and financial management and operational practices is an advantage. 

Languages

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

Required Competencies

The incumbent is expected to demonstrate the following 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  

• 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 clearance.

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 12662) by 16 December 2024 the latest. Applications submitted in any other manner will not be considered.  

Only shortlisted candidates will be contacted.   

Posting period:

From 10.12.2024 to 16.12.2024