Senior Program Support Assistant

VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Senior Program Support Assistant

Vacancy Number: VN/IOMSO/005/2024

Duty Station: Nairobi, Kenya (IOM Somalia)

Classification: General Service Category, Grade G6

Type of Appointment: One Year Fixed Term with possibility of Extension

Estimated Start Date: As soon as possible

Closing Date: 24 April, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

The International Organization for Migration (IOM) is one of the major humanitarian and development actors in Somalia. IOM is leading the Danwadaag Consortium that aims at implementing durable solutions for displacement in Somalia.

As a cutting-edge programme that challenges the status quo and seeks new solutions, Danwadaag builds the capacity and accountability of relevant governance structures to lead on durable solutions, provides land and housing solutions paired with basic services and livelihoods opportunities working towards (re)integration support to Displacement Affected Communities. Through government-led inclusive community planning processes and collective efforts for recovery focused on the most vulnerable, Danwadaag programmes also aim to support foundations for peace and reduce drivers of conflict, while ensuring inclusive decision-making processes.

Against this background, the Consortium Leadership Team (CLT) of IOM, the lead organisation of the Danwadaag consortium, seeks to recruit a Senior Program Support Assistant to support and contribute to CLT activities with regards to Project Development and management, Reporting, Budget monitoring, and Knowledge Management.

Under the overall supervision of the Senior Programme Coordinator (EPC) and the direct supervision of the Durable Solutions Consortium Coordinator, the Senior Programme Support Assistant will be responsible and accountable for assisting project development, partner and donor coordination and Consortium Leadership Team activities, and supporting day-to-day monitoring and reporting for Danwadaag programmes.

Core Functions / Responsibilities:

1. Support the preparation and facilitation of Technical Working Group, workstream and review meetings involving consortium partner organizations, donors, government and other stakeholders.
2. Aid in monitoring the progress of project implementation, documenting outcomes against the workplan, identifying best practices, challenges, and lessons learned.
3. Assist in the preparation and execution of internal and external meetings involving donors, partners, and government officials. Tasks include agenda preparation, minute-taking, and action point collection.
4. In coordination with IOM Somalia Grants & Compliance unit support the National Program Officer (Partnership and Compliance Officer) to ensure partners financial reports are reviewed and liquidated on timely fashion for donor reporting.
5. In coordination with the Consortium Coordinator, support the National Program Officer (Partnership and Compliance Officer) drafting of partnership agreements according to donor and IOM requirements.
6. Support drafting of donor reports from programme units and participate in the report finalization process with the Donor Report team at the Regional Office in Nairobi.
7. Assist in monitoring and tracking programme budgets, expenditures, and pipelines, prepare reports on a regular basis, and notify the manager of any potential risks and delays.
8. Coordinate procurement and logistical arrangements of equipment/supplies/services for the Danwadaag Consortium Leading Team in coordination with relevant units and in compliance with IOM procedures.
9. Support the CLT Program Officer with donor communications requirements.
10. Support the knowledge management of CLT by maintaining and updating project matrix and maintaining institutional memories or other documentation and information management systems.
11. Undertake duty travels as required, in order to support coordination of activities.
12. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Political or Social Sciences, Business Administration, International Relations, Law or a related field from an accredited academic institution with four years of relevant professional experience, or
• High School diploma from an accredited academic institution with six years of relevant professional experience.

Experience

• Experience in project management support, administration and procurement and coordination with multi-stakeholders is required.
• Experience in budget management and capacity building;
• Experience in setting up of contracts and liaison with legal department as needed;
• Experience with international humanitarian organizations, non-governmental or governmental institutions/organizations in a multi-cultural setting;
• Experience in capacity building of national staff, especially related to compliance and budgeting;
• Experience in writing project progress reports, communication strategies and M&E frameworks is an asset.
• Experience working in Somali context is advantageous.

Skills

• Knowledge of working in conflict/volatile contexts on durable solutions and community stabilization in Somalia;
• Profound and proven knowledge of MS, especially Excel;
• Good communication skills, including in different cultural contexts;

Languages

For all applicants, fluency in English is required (oral and written).

Working knowledge of French or any other UN Official language is advantageous.

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 level 2

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

Any offer made to the candidate in relation to this special 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 neighboring 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 neighboring country located within commuting distance, and a work permit, as applicable.