Administrative Assistant (MHPSS)

​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.​ 

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   SECTION 4 

   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 

   📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

   ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

   ​Person centred approach ensuring timely completion of tasks. 

   ​​ 

    

   SECTION 5 

   Languages1  

   REQUIRED 

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

   DESIRABLE 

   ​​Working Knowledge of Russian is an advantage 

   ​​ 

    

   SECTION 6 

   Competencies2 

   The incumbent is expected to demonstrate the following values and competencies: 

   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 - Behavioural 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. 
     Notes

4. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.