Administrative Assistant to the Head of Mission EUBAM
      • Application deadline
        27.12.2017 Active Closed
      • Starting date
      • Type of contract
        Service Contract
      • Language required
        Fluency in both oral and written English, Ukrainian, and Russian languages is a must
      • Expected duration of assignment
        1 January 2018 – 31 May 2018
      Duty Station:

      Direct supervisor:

      EUBAM HQ, Odesa, Ukraine

      Head of Mission EUBAM


      General Functions:  Under the guidance and direct supervision of the Head of Mission and overall supervision of the Chief of Administration the incumbent assists in smooth operation of the European Union Border Assistance Mission (EUBAM) in Ukraine. The Administrative Assistant to the Head of Mission works in close collaboration with the National Finance Officer, National Administrative/Human Resources Officer and National Procurement and Logistics Officer of the EUBAM Administration for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with IOM programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.


      Specific Functions: 

      1. Assure smooth operational running of the project by means of following IOM and EU established operational rules and procedures;
      2. Arrange appointments and maintain Head of Mission’s calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion, schedule and facilitate the Head of Mission’s meetings and duty travel;
      3. Manage the Head of Mission’s incoming and outgoing communication externally and internally via phone and e-mail;
      4. Provide logistical support (travel arrangements, including visas, tickets, etc.) to the Head Mission;
      5. Collect, analyze and prepare background information for the Head of Mission and prepare Mission and project related correspondence;
      6. Facilitate project audit, monitoring, evaluation, field visits, missions of the experts as required;
      7. Participate in project activities preparation, implementation and follow up as assigned and participate in data collection, analysis and maintenance of projects related files;
      8. Maintain contacts with governmental and non-governmental institutions, local authorities, NGOs, academia, etc.
      9. Contribute to the project work plan preparation and reporting and assure that the progress reporting is done in timely and quality manner based on the requirements of the IOM, project donors and Head of Mission;
      10. Provide oral and written translations from English into Ukrainian or Russian and vice versa as required by the Head of Mission. Proofread and/or edit the project’s correspondence and other official documents submitted to the Head of Mission’s signature;
      11. Accompany the Head of Mission on trips to the regions when required;
      12. Perform such other duties as may be assigned.


      Recruitment Qualifications:

      • University Degree in foreign languages, business administration, international relations or other related field;
      • At least 5 years of progressive experience, preferably in international environment;
      • Fluency in both oral and written English, Ukrainian, and Russian languages is a must;
      • Experience with technical assistance projects is an asset;
      • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.
      • Physical aptness and willingness to travel and accept temporary assignments in other EUBAM Offices or Units within the country of deployment.



      Email your CV and cover letter in English to:

      Please indicate the position you are applying for in the subject line of your message.

      Closing date for applications December 27, 2017; however, interested candidates are strongly encouraged to apply sooner.

      Only pre-selected candidates will be contacted for an interview.

      Open vacancies
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      • Who we are?

        The European Union Border Assistance Mission to Moldova and Ukraine (EUBAM) was launched in 2005. The legal basis for EUBAM is the Memorandum of Understanding signed by the European Commission and the Governments of Moldova and Ukraine on 7 October