Вакансія Асистент/ка Програми / (Program Support Assistant (Admin & Finance)) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

 Position Title: Program Support Assistant(Admin & Finance)

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4

Type of Appointment: Fixed Term, One Year with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 27 June 2023 

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 the Program Coordinator (Partnership and Programme Development) and the direct supervision and guidance of National Programme Support Officer, the successful candidate will work in Programme Support Unit (PSU) at IOM Country Office in Kyiv, Ukraine and will be predominantly responsible and accountable for supporting PSU with program financial indicators monitoring, administrative tasks completion and support with implementing partners selection and respective tracking tools maintaining. 

 Core Functions / Responsibilities:

Support PSU with administrative aspects linked to projects funding tracking tools maintaining, in coordination with the program managers and Resource Management Unit;

1. Review projects consumption on a weekly basis; prepare projects consumption reports as required and flag any budgetary issues to relevant program managers in a timely manner.
2. Support PSU with proper electronic and paper document flow, including but not limited to initial general document verification, submission for signatures, sending signed documents back by e-mail or post and coordination with the persons in charge to support timely processing.
3. Draft routine correspondence, support with data entry, collate tables, compose basic reports, presentations, and other documentation.
4. Provide Ukrainian-English and English-Ukrainian informal translation when necessary.
5. Assist in drafting and submission of financial and procurement-related documents, e.g., purchase requisition forms, requests for payments etc.
6. Maintain the procurement and budgets tracking tools for the thematic project teams.
7. Participate in procurement plans coordination with Program teams.
8. Identify areas for improvement and highlight them to the supervisor; and provide general inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the Unit.
9. Support with implementing partners selection and respective tracking tools maintaining.
10. Enter, retrieve, structure and update data from various sources (e.g., Intra-/Internet, office files, etc.); consolidate and present results in required basic format.
11. Support the organization and administration of meetings, workshops, and other events (e.g., arranging for meeting rooms and other facilities, drafting meeting minutes) if required.
12. Assist with arranging for travels: organize transport, logistics, accommodation, and documents.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school degree or equivalent with at least four years of relevant working experience;

or

• Bachelor’s degree (preferably in Business Administration, International Economy or any other related field) from an accredited academic institution with at least two years of relevant work experience.

Experience

• Experience in administration, finance and procurement-related functions is required.

Proficient in the usage of office software packages (MS Word, Excel, PowerPoint, Outlook etc.).

• Knowledge of humanitarian activities and context as well as prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is substantial advantage.
• Awareness of IOM internal procedures, policies and regulations is advantageous.

Attention to detail, ability to organize electronic and paper document flow in methodical and systematic way.

• Strong organizational skills.
• Ability to understand the Organization’s portfolio, procedures and structure.
• Capacity to work effectively and harmoniously in a team of colleagues of varied cultural and professional background; and
• Discreet, details and results-oriented, patient and commitment to quickly learn new aspects of work.

Skills

• Knowledge of UN and bilateral donor programming.
• Knowledge of IOM financial and procurement rules and regulations.

Languages

For all applicants, fluency in Ukrainian and English is required (oral and written).

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 filling in the IOM Personal History Form   and sending to [email protected]  by 27 June 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.