Senior Project Assistant (Administration / Shelter) до Міжнародної організації з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

 Position Title: Senior Project Assistant (Administration / Shelter)

Duty Station: Kharkiv, Ukraine

Classification: General Service Staff, Grade G6

Type of Appointment: Special Short-Term, Six months with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 09 May 2023 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The International Organization for Migration (IOM) is the only international inter-governmental agency with a specific mandate for migration and is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing technical expertise to governments, migrants and host communities through a wide range of sustainable solutions contributing to support populations affected by forced migration and improve living conditions of Internally Displaced Persons (IDPs).

Under the overall supervision of the Chief of Mission, Programme Coordinator (Shelter and Housing) and of the Programme Manager (Construction), under direct supervision of Project Officer (Shelter), Kharkiv in close coordination with other technical programme colleagues, the successful candidate will provide support in matters related to legal and administrative review aspects of the procurement and logistics of the Housing and Shelter programme.

Core Functions / Responsibilities:

1. Verify organizational legal standards and corresponding national standards are implemented and inform the Project Officer of any non-compliances.
2. Draft agreements, contracts and other related legal document in line with IOM and national standards.
3. Draft and submit documents for Expression of Interest, prepare Due Diligence Assessment, and draft Project Implementation or Framework Agreements, identify inconsistencies and deviations and propose corrective actions.
4. Provide technical support for the Implementing Partners’ staff and assist with the endorsement of IP payments.
5. In coordination with Procurement and Logistics Unit, assist with procurement and logistics processes related to the Shelter programme activities by drafting and reviewing procurement-related documents (such as Purchase Requisition Form, Request for Quotations, Request for Proposals, Instruction to Bidders, Bids and Awards Evaluation Committee Resolutions, NFFs etc.) and source potential vendors/service providers and evaluate their qualifications vis-à-vis the requirement of the mission.
6. Support evaluation of bids/ quotations/ proposals, verifying they are compliant to the requirements of the mission and in negotiations with the vendors, in relation to processes related to the Shelter programme.
7. In coordination with the Procurement and Logistics Unit, assist the processing of tenders for service providers and construction works as part of the Shelter programme, as well as with tender evaluation procedures, assisting the PM and engineering team in technical evaluation of the bids and drafting other supporting documentation needed in selection process.
8. Ensure proper maintenance of procurement, regular updating of procurement and administrative hard copies and electronic data bases.
9. Participate in regular training on legal matters, organizational standards and procurement practices to project and RRR unit staff, with a special focus on the practical implementation and management of best legal and procurement practices.
10. Provide assistance to the project team in writing regular reports as required, by collecting, analyzing and summarizing information on various aspects of the project including financial, technical and schedule compliance.
11. Provide guidance/training to new/junior staff.
12. Perform other related duties as assigned.

Required Qualifications and Experience

Education

• High school diploma with six years of relevant experience; or,
• Bachelor’s degree in Law, Business Administration, Management, Logistics, Procurement or an equivalent and experience with 4 years of professional work experience.

Experience

• Excellent level of computer literacy;
• Ability to use own initiative and work under pressure with minimum supervision;
• Strong interpersonal and communication skills;
• Attention to detail and ability to organize;
• Self-motivated and objective driven;
• Excellent drafting skill especially related to legal documents;
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
• Experience in shelter projects and contract management; and,
• Good knowledge of SAP/PRISM is an advantage
• Knowledge of financial rules and regulations.

Languages

Fluency in English and Ukrainian is required.

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

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

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 and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form   and sending  by 09 May 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 25.04.2023 to 09.05.2023

2023-04-25T16:52:32.000 2023-05-09T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна Міжнародна організація з міграції / МОМ