Вакансия Асистент/-ка Адміністрації - Administrative Assistant (Fleet and Facilities Management) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

 Position Title: Administrative Assistant (Fleet and Facilities Management)

Duty Station: Dnipro, Ukraine

Classification: General Service Staff, Grade G5

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

Estimated Start Date: As soon as possible

Closing Date: 06 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 Senior Resource Management Officer, the direct supervision of Resources Management Officer and in coordination with the RMU and Amin Officer (Fleet and Facilities), the Administrative Assistant (Fleet and Facilities Management) will be responsible for deliverables outlined in the following sections:

Core Functions / Responsibilities:

Record-keeping

1. Ensure vehicle log books are maintained and trips recorded as per tasking and movement.
2. Maintain a consolidated record/database with service history of vehicles, including periodic maintenance and inspection.
3. Ensure all related documentation for vehicles is up to date including registration, insurance and tracking services. 
4. Ensure fuel consumption and records are maintained and cross-checked against those of service provider.
5. Maintain close coordination with operations staff in  to update centralized records.

Vehicle maintenance

1. Ensure vehicles are serviced and cleaned to highest standard and operational at all times.
2. Ensure periodic maintenance is scheduled and carried out, including change of lubricants, tyres, etc. as per the operational guidelines of the vehicle manufacturer.
3. For en-route or un-expected breakdown, ensure alternate arrangements are in place for vehicle recovery, repair and passenger transfer/transportation to destination. 
4. Ensure vehicle interiors and exteriors are maintained to highest standard.   

Roster management

1. Develop and circulate weekly/daily trip tasking to drivers in line with manifests received, and regularly report to operations staff in Amman. The roster is to consider night, weekends and holiday movements to ensure operations are not affected.
2. Ensure drivers are trained on road regulations and organizational policy to ensure highway codes are respected and highest standard of service is provided to users/passengers. 

Vehicle operation

1. Ensure all vehicles are road worthy, and oversee daily checks and inspections.
2. Ensure any incidents are recorded and reported to the manager and as per IOM policy and procedures.

Health and safety

1. Organize routine checks of all safety equipment/accessories to ensure they are operational/functional at all times, including seat belts, fire extinguishers, first aid kits, etc. and any relevant security equipment as required. 
2. Coordinate with IOM Security Unit on development of safety and security procedures for incident reporting and troubleshooting.
3. Ensure drivers are trained and informed on incident handling procedures, including for accidents and breakdowns en-route.
4. In coordination with operations staff and Human Resource Unit in Amman, ensure timely completion of periodical medical examination by all IOM drivers in the duty station. 

Administration and procurement

1. Ensure all vehicles carry supplies such as water, garbage/vomit bags, hand sanitizers, etc.
2. Liaise with operations staff in Amman to ensure contracts for maintenance, service, insurance and registration are established/renewed as per IOM procurement policy and procedures.
3. Develop and maintain a log for supplies, and liaise with operations staff in Amman for timely replenishment.

Finance

1. Coordinate with operations staff in Amman to ensure a minimum amount of petty cash is available to cover costs beyond the service agreements at all times.
2. Report any expenses under the operational advance to operations staff in Amman for settlement with finance on periodic basis.

General

1. Provide feedback on the drivers’ performance.
2. Provide inputs and recommendations for improvement of the fleet management. 
3. Perform other functions as may me assigned.

Required Qualifications and Experience

Education

• High school Diploma with at least five years of relevant work experience

or

• Bachelor’s Degree (preferably in Economics, Finance or Accounting) from an accredited academic institution with at least three years of relevant work experience

Experience

• Experience in Finance and/or Accounting, preferably with international organizations;
• Knowledge of IPSAS and SAP/PRISM a distinct advantage;
• High level of computer literacy, in particular, experience in computerized accounting systems and software. Good knowledge of MS Office specifically Excel.

Languages

Fluency in English, Ukrainian is required.

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 6 June 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.