Junior Travel and Administrative Assistant

​​Under the overall supervision of the Chief of Mission (CoM) and the direct supervision of the Senior Travel and Administrative Assistant; and in collaboration with relevant units at Headquarters and the Administrative Centres, the Junior Travel and Administrative Assistant will be responsible and accountable for assistance on logistics, travel related matters (visa support letters, Note Verbal’s, United Nation’s Laissez Passers), Travel Expense Claims processing. ​ 

1. ​​Type, format and draft routine correspondence, collate tables and other documentation. 
2. ​Assist in organizing Travel-on-Duty for IOM Staff in Country office and Staff on STA (Short Term Assignments), respond to routine internal and external inquiries. 
3. Register Travel Requests and maintain a proper e-filing system for the staff travel records, including the requests, approval, clearances, confirmation, tickets, etc. Structuring and updating selected information.  
4. Prepare draft calculations for advances on daily subsistence allowances as requested in the Letters of Invitation. 
5. ​Assist in preparing the payment requests, review and adjust invoices from hotels, contractors, etc. prior to submission to finance staff. 
6. ​Assist the IOM Ukraine Staff and International Staff on STA/TDY with accommodation. 
7. Support the Mission’s officials with UN Laissez-Passer applications. 
8. ​Prepare documents for visa support of Mission’s officials; as well as prepare visa support letters for all trips of personnel and staff on STA/TDY. 
9. Support in the process Travel Expense Claims in full conformity with IOM Rules and Regulations and alerting supervisor in case of non-conformity. Monitor the timely submission of the Travel Expense Claims.  
10. Provide logistical and administrative assistance with respect to the national, international meetings, conferences including travel and hotel arrangements, as well as the itineraries for IOM visitors. 
11. Perform such other duties as may be assigned. ​ 

    EDUCATION 

    ​​Bachelor’s Degree or equivalent in Business Administration, Finance, Management or a related field from an accredited academic institution with one year of relevant professional experience; or 

    ​High School Degree/Certificate with three years of relevant professional experience. 

    ​​ 

    EXPERIENCE 

    ​​Prior experience in office/business administration, finance/accounting, customer service, record keeping, compliance, clerical duties, etc. 

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

    SKILLS 

     

    ​​Knowledge of financial rules and regulations 

    ​Knowledge of administrative work processes 

    ​Knowledge of UN system programmatic work 

    ​Skills in drafting letters 

    ​Knowledge of IOM/UN administrative and financial management and operational practices is an advantage.​ 

     

    SECTION 5 

    Languages1  
     

    REQUIRED 

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

    📚 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!

    DESIRABLE 

    ​​Specify desirable language/s, for example:  

    ​Working knowledge of Arabic.​ 

     

    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 - Behavioral 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

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