JOB DESCRIPTION

Job Summary

The Project Assistant will provide administrative and clerical support to project implementation under the supervision of the Resources Management Officer. The role includes assisting with budget monitoring, drafting reports and correspondence, organizing meetings and trainings, coordinating logistics and travel arrangements, and maintaining records. The incumbent will liaise with internal units and external stakeholders to facilitate project activities and ensure efficient administrative processes.

Key Responsibilities

1. Provide general/clerical assistance in the implementation of project activities.
2. Retrieve, compile, summarize, and present information/data on specific project topics.
3. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
4. Assist in monitoring budget and updating budget related information.
5. Support administrative coordination for project implementation, involving liaison with diverse organizational units or external parties to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions.
6. Draft status reports, correspondence, briefing notes, graphics, statistical tables, presentations, and other forms of documentation.
7. Support the organization of meetings, workshops and training sessions. (e.g. arranging for meeting rooms and other facilities).
8. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems
10. Assist with arranging for travels: organize transport, logistics, accommodation, documents.
11. Respond to general information requests and inquiries; set up and maintain files/records.
12. Perform other related tasks as may be assigned.

on, documents.

• Respond to general information requests and inquiries; set up and maintain files/records.
• Perform other related tasks as may be assigned.
  

  Required Qualifications

  Education

  • High school diploma with 3 years of work experience; or
  • Bachelor’s degree in political or social sciences, International Relations, Psychology, Migration Studies, Law, or related fields with one (1) year of relevant professional experience.

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

  Experience

  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; or related.
  • Attention to detail, ability to organize paperwork in a methodical way;
  • Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations;
  • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

  Skills

  • Good computer skills, including Word, Excel, and Internet.
  • Strong interpersonal and communication skills.
  • Knowledge of financial rules and regulations, including invoice generation, payment tracking, and budget monitoring.
  • Familiarity with administrative and clerical processes in support of programme implementation and donor reporting.
  • Knowledge of the Organization’s broad range of migration-related subject areas and understanding of UN and bilateral donor programming requirements.

  Languages

  • For this position, fluency in Spanish is required (oral and written).
  • Oral and written fluency of beneficiary’s languages (English) is an advantage.

  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 (Level 1)

  • 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.

  Notes

  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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

  Important: Add the cover letter in the “Supporting Documents” section of your application.

  the status of their application.

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

  Important: Add the cover letter in the “Supporting Documents” section of your application.