Project Support Clerk (EMN) - International Organization for Migration

Special Vacancy Notice HR-2016-3
Open to Internal and External Candidates
Position Title : Project Support Clerk (EMN)
Duty Station : Zagreb, Croatia
Classification : General Service Staff, Grade Equivalent G3
Type of Appointment : Special Short Term – Grade Equivalent
until 31 December 2016
Estimated Start Date : As soon as possible
Closing Date : 28 June, 2016
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Under the general supervision of the Head of Office (HoO) and in coordination with Project Assistant II on the Project European Migration Network (EMN) National Contact Point (NCP) activities in the Republic of Croatia, the incumbent will be support the implementation of all the EMN NCP project activities.
Core Functions / Responsibilities:
  • Perform general office tasks according to the IOM's and donor´s administrative rules and practices including correspondence, surveys, logistics, procurement and other;
  • Gather and archive data, information and supporting documentation necessary for the project implementation;
  • Maintain the database of contacts relevant for EMN activities;
  • Communicate with various stakeholders;
  • Actively participate in the meetings of the project team as well as attend official meetings and appointments if needed;
  • Provide clerical assistance in the monitoring and evaluation of the project as well as the preparation of reports on EMN activities;
  • Draft minutes;
  • Assist with timely implementation of project activities, e.g. organization and logistics of events, conferences, workshops and similar;
  • Manage incoming and outgoing mail and deliveries;
  • Monitor and order stationary and other office supplies;
  • Draft internal documents to facilitate payments and track invoices;
  • Act as an interpreter (Croatian-English, English-Croatian) if required;
  • Perform other duties as may be assigned.
Required Qualifications and Experience
  • High school diploma, University degree an added advantage;
  • At least three years of relevant professional experience working in an office environment and carrying out administrative support tasks.
  • Proven ability to work independently and in a team on the assigned tasks.
  • Good administrative and organizational skills.
  • Work experience with an international organization is an asset.
  • IOM specific project support experience and/or training an advantage.
  • Good command of MS Office package – certification an asset.
  • Driving licence B advantageous.
Fluency in English and Croatian languages is required.
Required Competencies
The incumbent is expected to demonstrate the following competencies:
  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Continuous Learning
  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area
  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
  • Proactively develops new ways to resolve problems
Leadership and Negotiation
  • Convinces others to share resources
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 verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to apply:
Interested candidates are invited to submit their applications at ZagHumanResources@iom.int by June 28, 2016 at the latest, referring to this advertisement.
Only shortlisted candidates will be contacted.
Posting period:
From 15.06.2016 to 28.06.2016
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