Administrative Associate

Vacancy Notice VN2023/ME10/012

Open to Internal and External Candidates

Position Title	:	Administrative Associate
Duty Station	:	Podgorica, Montenegro
Classification	:	General Service Staff, Grade G-4
Type of Appointment	:	Fixed term, one year with possibility of extension
Estimated Start Date	:	As soon as possible
Closing Date	:	May 9, 2023

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:

Under the overall supervision of the Chief of Mission (COM) in Montenegro and the direct supervision of the National Head of Resources Management, the Administrative Associate is responsible and accountable for the provision of administrative, legal and HR services within the Mission, all in line with IOM policies and procedures and donor requirements.

Core Functions / Responsibilities:

Review IOM standard contracts in line with the IOM review system, rules and regulations. When necessary, liaise with IOM Legal Department (LEG) in HQ and IOM LEG Contract Review in order to obtain all relevant approvals for the conclusion of contracts.
Draft agreements, contracts, amendments, and other legal instruments needed in the office.
Closely follow up on all legal procedures.
Create and maintain orderly and complete files with all legal documentation.
Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice/Call for Applications, receiving, and sorting applications, conducting shortlisting, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks, preparation of Candidate Assessment Form and any other related activity as assigned.
Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.
Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.
Maintain attendance records of international staff and national staff.
Prepare the separation clearance for national staff.
Update and maintain electronic and physical archiving systems in the unit including personnel files with all necessary supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
Prepare non-staff contracts; initiate staff contract renewal requests to supervisors, ensure timely preparation and renewal of staff contracts.
Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
Perform other related duties as assigned.

Required Qualifications and Experience

Education

Bachelor’s degree in Law from an accredited academic institution with at least two years of relevant professional experience.
High School diploma with four years of relevant experience.

Experience

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP/ Enterprise Resource Planning System is a distinct advantage.
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.

Skills

Knowledge in setting priorities and ability to coordinate administrative activities.
Excellent verbal and written communication skills.
Ability to effectively present and communicate information, both verbal and written.
Excellent analytical skills and ability to provide legal advice and make recommendations.

Languages

Required fluent written/oral knowledge of Montenegrin and English language.

Required Competencies

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 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.
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 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 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, and security clearances. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of vaccination against COVID-19.

This post is subject to local recruitment. Moreover, Montenegro nationals/citizens and persons holding a valid residence and work permit for Montenegro will be eligible for consideration.

How to apply:

Interested candidates are invited to submit their application (IOM CV Form - Personal History Form and motivation letter in English) electronically by email to iompodgorica@iom.int

Email subject: Candidate’s Surname - application VN2023/ME10/012

Please be advised that only attached IOM CV Form – Personal History Form will be considered.

IOM CV Form – Personal History Form

Applications must be received by 9th May 2023, 23:59 local time at the latest.

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

NOTE: Previous applicants need not apply.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED

Posting period:

From 11 April 2023 to 09 May 2023