Project Assistant - Admin and Finance (IOM Moldova)

CALL FOR APPLICATIONS

Open to Internal and External Candidates

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:

Following the launch of military operations across Ukrainian territory on 24 February 2022, substantive flows and displacements across Ukraine and toward neighbouring countries have been reported countries in the following days. As response to the Ukrainian crisis, IOM Chisinau has increased operational activities which requires additional administrative staff.

Under the overall supervision of the Chief of Mission, Program and Operations Coordinator and the direct supervision of the CBI Officer, the incumbent will be responsible for:

Core Functions / Responsibilities:

1. Assist the Senior CBI Assistant in coordinating administrative activities related to all relevant CBI programming.

2. Coordinate, receive, review & track all payments requests and administrative procedures from all CBI associated units. Coordinate with finance, procurement units and project focal persons to ensure completion of all payments. 

3. Liaise with other IOM staff members on administration, financial, logistics and operational matters in support of CBI activities.

4. Periodically review and track administrative and financial procedures, thereafter, suggest ways on improving work-flow efficiencies to mitigate delays to overall CBI assistance.

5. Schedule appointments for the CBI Unit in coordination with other units, financial service provider, vendors and other stakeholders where appropriate.

6. Maintain record of all relevant correspondence and keep project files and documents according to the established filing system.

7. Assist in the organization of trainings, workshops and roundtables as related to the CBI Unit.

8. Prepare TAs, security clearance requests and other tasks for CBI staff.

9. When required by Senior CBI Assistant, assist in any CBI operational activities, beneficiary follow-up/feedback and data management tasks. 

10. Follow-up on tasks set by the Senior CBI Assistant.

11. Perform informal translations of correspondence in English, Romanian and Russian languages when required.

12. Maintains a filing system for administrative documents, also Generate memos, emails and reports when appropriate

13. Perform such other duties as may be assigned.

14. Undertake duty travel when requested.

15. Assist in all required office tasks.

Required Qualifications and Experience

Education

• Bachelor’s degree in Finance, Information Management, Computer Science, Geography, Statistics, or a related field from an accredited academic institution with two years; or
• High School diploma with four years of relevant experience.

Experience

• Previous experience in administration is an advantage.
• Experience in communicating and working with a wide range of people, including people of culturally diverse backgrounds.
• Knowledge/ Experience in Cash based Intervention programmes is an advantage. 
• Previous exposure to work with UN agencies, Governmental entities, Civil Society Organizations and other stakeholders.
• Effective files and archive management.

Skills

• Computer/software literate, very good skills required in Excel, Word, PowerPoint, and kobo toolbox.
• Experience managing common operational datasets.
• Technologically savvy mindset to explore unique solutions.

Languages

Fluency in English, Romanian and Russian is required. Working knowledge of Ukrainian an advantage, or any other languages.

Required Competencies

The successful candidate is expected to demonstrate the following values and competencies:

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 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 (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 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 special vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, security clearances and a valid COVID certification.

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 applicants are invited to send the CV and cover letter in English to: hrchisinau@iom.int  

Please, indicate the position you are applying for and reference code in the subject line of your message.

Closing date for applications is 28 June 2022, however interested candidates are strongly encouraged to apply sooner.

In order for an application to be considered valid, IOM only accepts the applications duly completed.

Only shortlisted candidates will be contacted.

Posting period:

From 21.06.2022 to 28.06.2022