Administrative Assistant (MHPSS)
JOB DETAIL
- 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.
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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
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.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
