Project Assistant

Job Description

Under the overall guidance of the Head of Office, and under the direct supervision of the Senior Project Coordinator, the Project Assistant will participate in the implementation of PDO programme and project activities concerning Sweden-bound refugees. In particular, s/he will:

Responsibilities

1. Support the day-to-day organization and implementation of project activities particularly with the administrative procedures related to preparation and implementation of PDO trainings, including handling logistics and liaison especially with Consultants (CCFs), and IOM missions in departure countries as relevant. 
2. Prepare and process travel authorizations and expense claims (TR/TEC) for CCFs and consultants. Coordinate travel arrangements with Migrant training associates, Movements team, CCFs, Resource management, and procurement, ensuring accuracy, compliance and timeliness.
3. Assist in ensuring compliance with the relevant internal procurement to payment process flows, including collection of documentation, confirmation of goods/services receipts, and processing of duly completed payment requests on timely manner.
4. In collaboration with the Resource Management team, assist with general administrative tasks in connection with the financial / travel / human resources systems;
5. Enter beneficiary attendance, feedback, and relevant PDO data into IOM databases in a timely manner.
6. Assist in monitoring the work of CCFs and other implementing partners and report non-compliance to the supervisor.

7. Assist in analysis of data, coordination and preparation of donor reports in line with the project’s reporting schedules.

8. Respond to general information requests and inquiries on administrative issues related to the project; set up and maintain files/records.

9. Undertake duty travel, as necessary.

10. Perform other related duties as assigned

Qualifications

EDUCATION

• University Degree preferably in social sciences, administration, migration studies, or international relations with two years of relevant professional experience 

  OR

• Completed High School degree from an accredited academic institution, with four years of relevant professional experience/training.

EXPERIENCE

• Administrative experience, including: Organizing logistics (travel, accommodation, scheduling), maintaining records and documentation, supporting reporting processes. 
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle similar administrative/financial systems is an advantage;
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 
• Prior experience and/or interest in compiling and analysing data.
• Prior experience of customer service is an advantage.  
• Prior experience of drafting written material in English

SKILLS

• Strong organizational and time‑management skills such as ability to prioritize and manage multiple tasks effectively and organize information and paperwork methodically.
• Attention to detail and accuracy.
• Strong Microsoft Office skills(especially Excel, plus Word, PowerPoint, Outlook). Ability in working in an intercultural setting is considered an advantage  
• Patience and willingness to learn quickly.
• Experience of facilitation is considered an advantage
• Knowledge of language such as arabic, swahili, kinyarwandan, dari or farsi is an advantage

LANGUAGES
English (Fluent), good command of Swedish.

Proficiency of languages required will be specifically evaluated during the selection process, which may include written and/or oral assignments.

Values 
•    Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
•    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 – behavioral 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 action 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. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances. Only shortlisted candidates will be contacted.

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 e-Recruitment system (for internal candidates link here). 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

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