Head of Project Support Unit (P3) Kigali, Rwanda

Position Title: Head of Project Support Unit

Duty Station: Kigali, Rwanda

Classification: Professional Staff, Grade P3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 07 March 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.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the direct supervision of the Chief of Mission (CoM) of IOM Rwanda Country Office (CO) and in close coordination with Deputy Chief of Mission (DCoM) and relevant Project Coordinators and Programme Managers in Rwanda CO, and with Regional Office (RO) for East Africa in Nairobi, the Head of Project Support Unit will be responsible and accountable for project conceptualization, proposal development, coordinating donor reporting, donor liaison, streamlining internal communications and overseeing the CO’s external communication strategy. Moreover, the Head of Project Support Unit will work closely with CoM and DCoM on the development of the strategy for the CO and coordinate inputs into inter-agency frameworks and reporting in line with the One UN approach.

Core Functions / Responsibilities:

1. Work closely with the CoM and DCoM on strategic development for the CO in line with the IOM global strategy, the UN Sustainable Development Cooperation Framework for Rwanda and the Rwandan vision 2050.
2. Lead and consolidate the drafting of concepts and project proposals in Project Information and Management Application (PRIMA) in line with IOM’s mandate the CO’s strategy, operational priorities and needs in Rwanda, with donors’ interests and requirements, for negotiations and submission to existing and new potential donors.
3. Supervise international and national staff of the Project Support Unit (PSU), including the Communication Officer, the Reporting Officer, the Project Support Officer, the Monitoring & Evaluation Assistant (M&E), and ensure the successful operation of the Team. Provide input and coordinate the project development/monitoring and evaluation work plan and the development and updating of projects as well as reporting and contract schedules for all IOM Rwanda projects in line with the donors’ requirements.
4. Enhance the CO’s relations with donors in Kigali. Organise, attend, report, and follow up on contacts and meetings with donors, collate and provide updates on CO’s programmes and activities, collect information about donors’ policies, approaches and funding opportunities, feedback to relevant units and services, and provide advice on the follow up as needed in view of new project opportunities.
5. Identify potential and realistic funding opportunities by collecting donor information and maintain thorough knowledge of donor priorities for Rwanda, and specific requirements related to the project planning, development, and reporting. Ensure the regular update of universal project tracking and funding opportunity database.
6. Streamline communication between the Rwanda CO and international teams and offices (RO, Office of Legal Affairs (LEG), Accounting and Financial Reporting Division (ACO), Global Procurement Supply Unit (GPSU) etc.,) by reviewing the content of documents, translating when necessary, and ensuring proper administrative processes for review and endorsement are respected.
7. Lead Project Inspection and regular progress review meetings in support of the Deputy Chief of Mission and the Chief of Mission.
8. Oversee the CO’s external communication strategy including the development and dissemination of communications including the utilization of social media communication tools (including but not limited to Twitter, Facebook, IOM, reports and various media resources) for crisis-affected communities based on key messages and concerns in the context of Rwanda to increase awareness of IOM’s work in the country. Develop and strengthen links with local, regional and international media to promote the work of IOM in Rwanda.
9. Design and prepare appropriate information campaigns for a variety of target groups, including within the CO and to external sources, IOM Country Offices, Headquarters, donors, United Nations agencies, government counterpart and other interested stakeholders.
10. Participate in inter-agency media and communication working groups to encourage information flow across agencies and to develop complementary media strategies. Advise field and programme staff in the sub-offices on public information, media, and communication issues. Liaise closely with programme managers to regularly update the CO’s website.
11. Identify and organize outreach activities and support the CoM and DCoM in carrying out initiatives to promote IOM’s image and to increase the awareness of IOM activities in the country. Advise the CoM, DCoM and Programme Managers on media and communication issues/campaigns.
12. Consolidate and analyse data on programme implementation and Mission’s activities, in order to ensure the preparation of donor reports as well as mission, regional and Headquarters periodic and activity-specific reports, as may be required.
13. Participate and lead when necessary key events and workshops of the country office and undertake field duty travels as needed to acquire material, including photographs of work being undertaken by the field, that would promote IOM with donors and governments.
14. Provide input, as necessary to Public Information (PI) products with regards to the donor coordination and relevance and assist the departments with regular reporting, info graphics and situation reports.
15. Provide and coordinate inputs for information requests from Headquarters, the RO, otherIOM COs and external partners, such as donors, partner agencies, implementing partners, etc.
16. Represent IOM Rwanda CO at various stakeholder meetings, conferences, or workshops as needed including replacement of DCoM in the UN inter-agency Program management Team, when required.
17. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Political or Social Science, International Relations, International Development, or a related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Work experience in technical writing, editing, and reporting in English; and,
• Experience in donor relations and report writing for relevant donors is an advantage.

Skills

• Familiarity with the multitude of international development and humanitarian areas of intervention;
• Advanced research, writing, outreach and communications skills;
• Familiarity with monitoring and evaluation concepts and methods; and,
• Demonstrable knowledge of Rwanda political and humanitarian issues.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of French is an advantage.

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

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five 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 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 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 level 2

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations.

Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.