Core Functions / Responsibilities: 1. Organize the activities of the Project Management unit, RSC Eurasia, including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for the managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances. 2. When required and in close coordination with the Project Officer, Project Management, handle incoming correspondence and documents, including registering correspondence, preparing responses, ensuring the accuracy and correct formatting of outgoing diplomatic and routine correspondence, and translating, interpreting, and drafting correspondence. As requested, prepare presentations. 3. Assist in the management of information, including, where relevant: maintaining a phone number, extension and office number database; maintaining a staff database; updating the staff organizational chart with pillar, unit, title and reporting lines; regularly monitoring staffing data to ensure adherence to job architectures; ensuring the relevant server drives are organized and contain updated Standard Operating Procedures (SOPs), reports and other important documents; and assisting with SharePoint updates and management. 4. Provide liaison and coordination support for all logistical and administrative matters between visitors and responsible IOM Poland, IOM Ukraine and IOM Moldova units and staff, including support in requesting visas, transportation, hotel arrangements and office working space. 5. Provide liaison support to the managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the media. 6. Assist with communication between the Project Officer, Project Management, project managers and other units of the IOM Poland, IOM Ukraine and IOM Moldova missions as required, including distributing and/or relaying messages from the Project Management unit to/from mission staff. 7. Assist in coordination with the IOM Poland, IOM Ukraine and IOM Moldova logistics and procurement teams, as well as with other entities such as security colleagues, building management and external service providers, in relation to purchase orders, facility requirements, the construction of new office sites and moves. 8. In coordination with the Project Officer (Project Management), assist with liaison with IOM Poland, IOM Ukraine and IOM Moldova HR team members in relation to recruitment-related matters such as the issuance of vacancy notices, interview panels, interview schedules, selection paperwork and the onboarding and separation of RSC staff members. Communicate with the HR team as needed to clarify questions from the managers. 9. Assist in organizing special events, including IOM-facilitated workshops, seminars, symposia and conferences. In this capacity, handle logistical and administrative details such as completing forms for the finance department, identifying event venues, arranging event materials and technological requirements, preparing and disseminating agendas and event details, corresponding with event organizers, facilitators, speakers and attendees, communicating about the event within and outside of the IOM mission, and liaising with government and facility officials as needed. 10. As needed, participate in relevant internal and external events related to project activities, including seminars, workshops, meetings and conferences, and represent the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when requested. 11. Provide project development support to the managers, including: collecting, filing and sharing information as requested; reviewing and editing reports, proposals and other documents; reviewing organizational updates and providing key points to management; and liaising between the managers and the Compliance team on special projects. 12. Maintain and ensure the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by staff members. 13. Perform such other duties as may be assigned.

Required Qualifications and Experience Education • Bachelor’s degree with four years of working or a related field from an accredited academic institution; or • Six years of working experience with high school degree. Experience and Skills • Thorough knowledge of English; • Delivers on set objectives in hardship situations • Ability to use own initiative and work under pressure with minimum supervision • Strong interpersonal and communication skills • Attention to detail and ability to organize • Self-motivated and objective driven Languages Fluency in English is required. Working knowledge of Ukrainian and Russian is an advantage.

How to apply: Interested candidates are invited to submit their application including a CV and a completed Personal History Form in English by email to: rscrecpl@iom.int specifying the vacancy reference number PLVN23-002 and full name in the subject line. Please click this link to access Personal History Form (four pages) Due to the volume of applications received, IOM Poland will not be able to respond to all inquiries about the application status and will only contact shortlisted candidates. Posting period: From 03 February 2023 to 10 February 2023