VN 2018/03 - Position Title: Administrative Clerk, Astana

   Annex 3: VN 2018/03

Open to Internal and External Candidates


Position Title: Administrative Clerk

Duty Station: Astana, Kazakhstan

Estimated Start Date: As soon as possible

Closing Date:  19 April 2018

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.

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.  


Under the overall supervision of the Chief of Mission (COM) and direct reporting to RMO, incumbent will perform the following duties and responsibilities:

Core Functions / Responsibilities:

  1. Receive, assess and refer telephone and personal inquiries to the appropriate staff;
  2. Draft routine correspondence, letters, translation from/to Russian-English-Kazakh and provide general secretarial support
  3. Create and maintain filing and reference system, following IOM guidelines;
  4. Assist in Coordinating CoM’s official appointments / travels.  Record appointments, calls, prepare TAs/reservations, keeps / update Address / Phone indexes;
  5. Register and provide general information on medical check up to clients.  
  6. Provide assistance on distributing basic information  to staff members on common administrative/HR/SES policies/procedures/issues/requirements;
  7. Accompany visitors from UN reception to IOM office.
  8. Perform other duties as may be assigned.

Required Qualifications and Experience


  • University degree in Business Administration,  Logistics, or Finance or a related field from an accredited academic institution, with one year of relevant professional experience, preferably in administrative support or similar roles; or
  • Completed High School degree from an accredited academic institution, with three years of relevant professional experience.


  • Experience in office administration especially gained from humanitarian organization;
  • Proficient in Microsoft windows – Word, Excel, Powerpoint, Outlook. Previous experience using enterprise resource planning systems (e.g., SAP) an advantage;


English and Kazakh (Fluent), Russian - advantageous

Required Competencies


  • The incumbent is expected to demonstrate the following competencies:
  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism -  displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
  • Technological Awareness - displays awareness of relevant technological solutions;
  • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM ( optional depending on position level)


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 to e-mail Этот адрес электронной почты защищен от спам-ботов. У вас должен быть включен JavaScript для просмотра. , by April 19, 2018 at the latest, referring to this advertisement.

Only shortlisted candidates will be contacted.

Posting period:

From 04.04.2018 to 19.04.2018