Administrative Assistant (OSS)

Organizational Context

The International Organization for Migration (IOM) in Ukraine seeks an Administrative Assistant to support the Field Security Support Officer (CFSO). This role is crucial for managing and executing administrative tasks related to the Office of Security Services (OSS) operations within the country, operating under the direct supervision of the National Field Security and Liaison Officer.

Job Purpose

The Administrative Assistant (OSS) will provide comprehensive administrative support to the Field Security Support Officer (CFSO) and the Office of Security Services (OSS) in Ukraine. This role is integral to the efficient functioning of OSS operations by managing administrative processes, facilitating logistical support for staff, and coordinating with relevant units for procurement and IT requests. The incumbent will ensure smooth administrative operations, contributing to the overall effectiveness and security management of IOM's presence in Ukraine. This position requires meticulous attention to detail in handling documentation, correspondence, and financial/travel systems, ensuring compliance with IOM and UNDSS procedures.

Responsibilities

Key responsibilities include assisting with OSS administrative activities such as TRIP/SCAAN clearances, and providing logistical support for staff travel, including visa and ticket arrangements. The role involves supporting coordination with UNDSS for UNID issuance and assisting with OSS procurement requests, including processing purchase requisitions and following up on transactions. Additionally, the Administrative Assistant will support OSS staff with IT requests, assist in recording new vendors, and manage logistical arrangements for events. This includes drafting responses to correspondence, proofreading documents, initiating administrative tasks in financial/travel/HR systems, and making travel arrangements. The position also entails assisting with administrative processing of vacancy notices and consultant contracts, researching and organizing information, managing databases, ordering office supplies, and performing other assigned duties.

Work Experience

Experience in administrative, clerical, logistics, travel, or office support functions is essential. Proficiency in using Microsoft Office applications and computerized administrative systems is also required. Experience working with an international organization is considered a strong advantage.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational skills and attention to detail. Good written and verbal communication skills.

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