IOM : Personal Assistant – Warsaw
JOB DETAIL
The Personal Assistant (PA) will provide comprehensive support to an IOM staff member with a disabilities, managing daily tasks both in and outside the office over a 48-hour work week. This includes weekdays in two shifts and 6 to 9 hours on weekends. The PA’s duties involve assisting the staff at their hotel to prepare for the day, accompanying them to the IOM office, and performing various office tasks such as preparing coffee, arranging lunch, and coordinating lunchtime meetings. In the evening shift, the PA will pick up the staff from the office, support them with meetings, dinner arrangements, and other activities for 2-3 hours. The role may also involve traveling with the staff to different locations as needed.
This position demands a high degree of flexibility and attention to detail to ensure smooth daily operations. The consultancy is initially for two months, with the possibility of extension, and is set to start as soon as possible.
Tasks to be performed under this contract
1. Accompany the staff member with a disabilities, while on short-term assignment in IOM Poland, Warsaw, ingetting to and from the IOM office including assisting with clothing, make-up, food serving, andtransportation.
2. Assist the staff member with a disabilities with visual layout of documents, presentations and other internetcontent, including formatting, preparing PowerPoint slides and navigating inaccessible websites.
3. Assist the staff member with a disabilities with independent living activities outside working hours (includingat least 1 non-working day/weekend), such as grocery shopping, walking, sightseeing and otherleisure/personal activities.
4. Perform other such duties as may be assigned by the staff member with disabilities.
Education
- Secondary school degree or equivalent.
Experience
- Experience working with individuals with disabilities, understanding the specific requirements for assisting inactivities of daily living and workplace accommodations is strongly preferred.
- Experience in providing personal assistance with tasks such as helping individuals with disabilities get readyfor work, including clothing and basic food preparation is strongly preferred.
- Familiarity with supporting independent living activities such as grocery shopping, leisure, and sightseeing.
- Experience in navigating Warsaw’s public transportation system is essential.
- Demonstrated ability to assist with various office tasks, including making coffee, purchasing lunch, organizingmeetings, and providing general administrative support.
- Experience in document preparation and formatting, creating presentations, and navigating online resources.
- Willingness and experience in traveling to various locations to support staff as needed, with the ability tomanage tasks efficiently in different settings.
- Ability to work extended hours, including split shifts and weekends, with a readiness to respond to variouswork-related and personal needs throughout the day.
- The PA should be adaptable, attentive, and resourceful in providing support for a diverse range of tasks andsituations.
Languages
- Intermediate level English language proficiency is required. Candidates with intermediate Russian language proficiency may also be considered.
Travel required
- Within Poland.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values – all IOM staff members must abide by and demonstrate these three 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
- 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
- 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, 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 may be requested to provide evidence of full vaccination. Consultants engaged to work on a home-based consultancy who do not need to travel do not need to provide vaccination records, regardless of the length of the consultancy contract.
- IOM covers Consultants against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the consultancy. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Consultants are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work.
- 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.
- Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
Level of Education: Bachelor Degree
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Work Hours: 8
Experience in Months: No requirements
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