Project Assistant (Case Management)

Tallinn | Narva

Organization: IOM - International Organization for Migration
Location: Tallinn | Narva
Grade: Senior Executive level - Assistant Director - General level - Internationally recruited position
Occupational Groups:
- Administrative support
- Refugee rights and well-being
- Protection Officer (Refugee)
- Project and Programme Management
Closing Date:

Job 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

Under the overall supervision of the Head of Office (HoO) in IOM Estonia and direct supervision of Programme Coordinator and, in collaboration with relevant units, the successful candidate will support Ukrainian and third country refugees within the IOM Estonia Emergency Response portfolio.
Specifically, the incumbent will provide direct assistance to beneficiaries in Narva and North-Eastern Estonia and will support IOM activities through networking and outreach with relevant stakeholders on the ground. S/he will also support reporting under the different initiatives implemented by IOM within the Emergency Response portfolio in close coordination with the team coordinator and relevant units at IOM Estonia.

Responsibilities

Assist in the coordination and managing administrative workload of project activities.

Produce information and outreach materials for visibility on projects activities, including preparation and editing of information materials.

Support public outreach/communication on thematic issues.

Collect, analyse, update, and maintain relevant projects related statistical and content related data.

Undertake duty trips as required to attend relevant meetings and trainings.

Organize and facilitate, when feasible and needed, trainings for target groups. Contribute into capacity building of trainers.

Contribute into procurement process (from bidding to the goods receipt) according to relevant donor and IOM instructions and regulations.

Assist in quality assurance related activities (monitoring and evaluation procedures).

Assist in monitoring project activities and financial expenditures.

Perform such other duties as may be assigned.

Qualifications

Education

Completed University degree (baccalaureate level), or other higher education degree preferably in Administration, Social Sciences, Education or related fields, from an accredited academic institution. Relevant professional experience in similar roles of at least 3 (three) years required;
or

Completed High School degree from an accredited academic institution, with 5 (five) years of relevant professional experience.

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

Experience

Experience in administration, preferably in an international setting

Particularly experience in educational setting and/or participatory methods is a distinct advantage;

Experience in developing project implementation supporting documentation is a distinct advantage;

Knowledge on issues relating to migration is an advantage;

Experience in producing communication materials and/or interest in developing skills in communication, is an asset; and,

Experience in working for and/or implementing projects is an advantage

Skills

Excellent writing and communication skills;

Excellent knowledge of MS Office Application (Word, Excel, Outlook) and a good knowledge of CMS systems, social media and Adobe Creative;

Ability to draft clear and concise reports and project documents.

Languages

Fluency in Estonian and English (oral and written).

Any other IOM official language is an advantage: IOM’s official languages are English, French and Spanish.

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 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

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

Required Skills

Job info

Contract Type: Special Short term ungraded (Up to 9 months)
Initial Contract Duration: Until 31st December 2025, with a possibility of extension
Vacancy Type: Call for Applications
Recruiting Type: General Service
Grade: UG
Alternative Required Language 1: Estonian
Alternative Required Language2: English

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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