Office Assistant

Job description

Under the overall supervision of the Field Coordinator, and direct supervisor of the Procurement and Logistic Coordinator, the successful candidate will be responsible and accountable for managing the administration function in Rzeszow Suboffice.

Core Functions / Responsibilities:

• Provide office, administrative and logistics support to a staff member and coordinate purchase orders of office equipment (e.g. stationery, chairs, desks, etc);
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required;
• Support in arrangement for internal and external activities for IOM Rzeszow Suboffice;
• Ensuring the smooth running and maintenance of the office, taking care of required office services;
• Support in contracting telecommunication company and keep track of telephone/mobile phone bills of staff in the Rzeszow Suboffice, by also preparing respective payment documentation;
• Assist fleet management with vehicles assigned to staff, keeping track of fuel invoices monitoring, and handling;
• Contribute to t h e assessment of office buildings and support in negotiation of building/office contracts;
  Contribute to IOM Office buildings’ management, following up with service providers for the maintenance and repair of office equipment and assets;
  Collect utility bills for IOM facilities and prepare respective payment documentation;
  Support in monitoring and processing expenses of activities under RMU, preparation of regular progress reports and statistical data
• Coordinate with IT/procurement and project teams, on t h e purchase, delivery, and tracking of relevant equipment (e.g. laptops, phones, sim cards) to staff members;
  Preparing and updating the assets list;
  Support in completing and processing documentation for all IOM staff Rzeszow suboffice;
  Ensure proper donor visibility according to the guidelines from the communication unit;
  Contribute to preparing visibility documentation for the Rzeszow suboffice (taking photos, contact with implementing partners;)
  Perform any other duty that may be assigned.

Requirements

Required Qualifications and Experience
Education

• High school diploma with two years of relevant experience; or,
• University degree with one year of relevant professional experience.

Experience and Skills

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or
• government institutions/organization in a multi-cultural setting is an advantage

Languages

• Fluency in Polish and English (oral and written) is required. Good knowledge of other languages will be an advantage.

Required Competencies

• IOM’s competency framework can be found at this link.

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:

IOM is committed to a diverse and inclusive environment.

This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.

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

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.

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.

Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.