Job Summary

Under the overall supervision of the Chief of Mission (CoM) in IOM Ukraine and direct supervision of the Senior Administrative Associate the successful candidate will be responsible for the administrative duties of the executive office.

Key Responsibilities

1. Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information;

2. Provide office, administrative and logistics support to meetings, committees, conferences, etc.;

3. Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;

4. Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;

5. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards;

6. Initiate general administrative tasks in the computerized financial / travel / human resources systems;

7. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;

9. Provide assistance in the administrative processing of vacancy notices and consultants” contracts;

10. Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files; and,

11. Perform such other duties as may be assigned.

Required Qualifications

EDUCATION

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;

• Attention to detail, ability to organize paperwork in a methodical way;

• Discreet, details and clients-oriented, patient and willingness to learn new things; and,

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• ​Attention to detail, ability to organize paperwork in a methodical way;
• ​Discreet, details and clients-oriented, patient and willingness to learn new things.