Back Administrative Associate (EMN)

Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at https://www.iom.int/iom-workplace-culture.

Context

Under the general supervision of the Chief of Mission in Bratislava and direct supervision of the Head of the European Migration Network (EMN) Unit in the Slovak Republic the Administrative Associate will be responsible for contributing to the implementation of all EMN project (www.emn.sk) activities and tasks aimed mainly at organization and logistics, delivering of outputs, procurement, office maintenance and financial monitoring and reporting.

1. Assist in implementation of all project activities including organisation and development of all aspects of the project in accordance with its work programme and guidelines.
2. Support the implementation of project activities related mainly to organization and logistics of EMN events, conferences, workshops, educational seminars and others, providing timely and agreed delivery during the events.
3. Assist in the delivering of project outcomes such as: editing of publications, incorporation of comments, checking translations, etc.
4. Conduct procurement of services and goods in line with internal rules and donor reporting requirements, including communication with suppliers and market research;
5. Assist in monitoring of the project budget and prepare reviews of the relevant budget expenditures in order to facilitate effective planning of project activities;
6. Perform general office maintenance and administrative tasks according to the IOM's and donor´s administrative rules and practices including correspondence, market surveys, stationery, logistics, travels and other.
7. Participate in preparation and provide logistical or other support during official meetings. Actively participate in the meetings of the project team and draft minutes.
8. Gather and archive data, information and supporting documentation necessary for the project implementation.
9. Assist in communicating with the donor and all relevant project partners on national and EU level.
10. Assist in preparation of the grant proposal, interim and final reports to the donor, including filing and preparation of supporting documentation;
11. Perform other duties assigned by the Chief of Mission/Head of the unit.

EDUCATION
• Bachelor’s degree in Business or Public Administration, Economy, Social Sciences or a related field from an accredited academic institution, with at least two years of relevant professional experience, preferably in similar roles; or,
• High School diploma with at least four years of relevant working experience, preferably in similar roles.
 

EXPERIENCE
• A minimum of two years of relevant working experience in fields related to assignment (e.g. carrying out administrative, procurement and organizational tasks including);
• Experience in organization and logistics with focus on events/meetings/travels
• Experience in administration and financial monitoring
• Very good communication, organisational and writing skills;
 

SKILLS
• Good administrative and budgetary skills
• Excellent organizational skills
• Excellent command of Microsoft Office 365 applications
• Ability to drive (driving license B) and travel
• Strong planning skills and strong in keeping deadlines
• Editing skills (in Slovak and English)
• Ability to work independently, use own initiative and work under pressure, prioritize, multi-task, with minimum supervision;
• Flexible, reliable team player with proven networking, negotiation and partnership building skills

LANGUAGES

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the the three languages.

REQUIRED
For this position, fluency in Slovak and English is required (oral and written).

DESIRABLE
Working knowledge of any other IOM’s official languages is an advantage.     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 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.   Notes   The position is cover during birth/parental leave.   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.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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.