Project Assistant

Description

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Context

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, inter-governmental and non-governmental partners. With 175 member states, a further 8 states holding observer status and offices in over 100 countries, IOM, the UN Migration Agency, 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. Brazil is a Member State of IOM since 2004.

Under the overall supervision of the Chief of Mission, and in close coordination with the Head of Programs, National Officer, and collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for the following: 
 

Responsibilities

1. Support the Oportunidades' Project and Integration Unit budget planning and financial monitoring.
2. Ensure that all expenses are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements.
3. Provide support to the IOM Sub-offices under Oportunidades' Project regarding HR, procurement and administrative mechanisms.
4. Follow up with Oportunidades' colleagues for the timely and proper documentation of projects in the Scope of the Programme.
5. Organize periodic meetings and coordinate with other Project Assistants to ensure better management and administrative flow of the project procedures.
6. Support and follow up on project work plan and other actions implemented by the Oportunidades Project.
7. Write and review results-based reports for project donors.
8. Provide assistance to the Senior Programme Manager and the National Team in the organization of events, official visits, travels, etc.
9. Support the preparation of progress and other reports and ensure proper exchange of information between Oportunidades' collegues.
10. Support in outreach activities and in the development of partnerships with private sector partners in area of responsibility to enhance employment opportunities for youth migrants.
11. Perform other related duties as may be required.

Qualifications

Education

• Academic BA in International Relations, Social Sciences, Social Services, Economics, or a related field from an accredited academic institution.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in administrative activities and processes.
• Good organizational, time management and prioritizing skills.
• Proficiency in Microsoft Office software (Excel, PowerPoint, Word, Outlook).
• Ability to multitask and work under pressure to meet deadlines.
• Experience working within a team of colleagues from diverse cultures and professional backgrounds.
• Previous experience in an operations unit at an international organization is an advantage.
• Experience with project reporting.

Skills

• Good written and verbal communication skills. 
• Experience with handling confidential data.
• Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
• Excellent academic writing skills.
• Familiarity with Microsoft Office.

Languages

• For this position, fluency in Portuguese (oral and written) and English (oral and written) are required. 

IOM's official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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.

Core Competencies – behavioural indicators

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization's vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization's goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
4. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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