Under the overall supervision of the Chief of Mission (CoM) in Poland and direct supervision of the Senior Supply Chain Associate; and, in collaboration with relevant units within the mission, the successful candidate will be responsible for providing administrative and logistics support to the Chief of Mission, RMO, other employees, and office visitors by handling a variety of tasks necessary to ensure that all interactions between the International Organization of Migration, Poland, and others are positive and productive.
Responsibilities
- Provide logistics and administrative support to all activities of the office.
- In coordination and support to the supply chain unit, monitor store room to ensure adequacy of office supplies and material. Act as focal point for the maintenance of the office and raise requests, including purchase requisition as assigned.
- When necessary, assist and participate in initial orientation of international and local staff on general administrative matters including support in visiting the office buildings and meeting staff at the various locations.
- Support the functions at the reception area in monitoring entry to the main office, welcoming visitors and monitoring the official phone lines.
- Meet official personnel at the airport(s) and facilitate immigration and customs formalities as required;
- Support the Executive Assistant with collecting and delivering mail, documents, pouches, and other communications/items from and to the country office; contacting Ministry of Foreign Affairs, go to the post office, airport, government agencies, other UN agencies, institutions, project sites, etc., to take and deliver items and communications; keep records as required.
- Support the Supply Chain Unit in coordinating and monitoring vehicle assignment to approved users at the duty station to ensure and organize the transportation schedules and vehicle management oversight.
- Drive the vehicle(s) assigned for the Chief of Mission/and other logistics and transportation support.
- Manage the day-to-day maintenance of the assigned vehicle(s) to ensure roadworthiness of the vehicles. This includes daily check of tires, brakes, engine oil, fan belt, etc.; Arrange for minor repairs and ensures that the vehicles are kept clean.
- Ensure that the vehicles undertake regular service intervals.
- Ensure that the IOM vehicle(s) is used only for official/authorized business, as advised by the supervisor.
- Make sure that the daily log sheet is prepared, and a monthly report is prepared summarizing statistics linked to mileage, fuel consumption, etc. for the vehicle.
- Keep a high degree of confidentiality and discreteness in discussions, which involves IOM and its officials. Take proper actions to reduce potential security threats to IOM officials and/or property within the immediate vicinity of the vehicle and along transport routes.
- Conduct basic driving test for staff members to determine competency to operate an IOM vehicle.
- Perform such other duties as may be assigned.
Qualifications
EDUCATION
- High school degree/certificate with minimum 4 years of relevant working experience or Bachelor’s Degree with minimum 2 year of relevant working experience from an accredited institution.
- Valid national driver’s licence.
EXPERIENCE
- Knowledge of driving rules and regulations.
- Experience in driving a variety of makes and models of vehicles
- Skills in minor vehicle repairs.
- Knowledge of radio, email, telephone and other applications.
- Experience with international humanitarian organizations, embassies, non-government or government institutions/organization in a multi-cultural setting is an advantage;
SKILLS
- Knowledge of Microsoft Suite a distinct advantage
LANGUAGES
- Required: Fluency in English and Polish (oral and written).
- Desirable: Russian or Ukrainian.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
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.
- 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.
