Project Assistant

Job Description

Under the overall supervision of the Head of the Migration and Development (M&D) Unit and the direct supervision of the National Program Officer, and in close coordination with the Community Stabilization project team, the Project Assistant will be responsible to assist providing effective and efficient financial, administrative, and programmatic support to the Youth Empowerment project. The project will include the strengthening of the capacities of local youth-related services and other community support program, providing direct support to beneficiaries, and delivering technical support and capacity building to national partners, including local and regional authorities.

Responsibilities

The Project Assistant will undertake the following tasks:

• Support the Head of Migration & Development and the Programme Officer in the implementation and reporting of the Youth Empowerment project within the Community Stabilization unit.
• Support the liaison and organization with local partners, implementing partners, local communities and beneficiaries in coordination with management.
• Support the organization of field missions, workshops, meetings, and events (seminars and training) and provide admin and logistical support (travel, accommodation, catering, prints, other materials) as well as reporting.
• Assist in organizing with public and private institutions the implementation of training programs and other coaching activities for direct beneficiaries and local partners; also review with the project management the training costs and project budget lines to tailor the training programs as necessary. 
• Carry out field visits to project sites and meet beneficiaries and community stakeholders, collect feedback on the impact of the interventions, report to management and propose corrective measures and arrangements.
• Collect, maintain, and refresh all beneficiary-related database through diligent follow-up.
• Assist in the organization of the technical, procurement and financial aspects related to the project progress, including contracts with service providers for the procurement of required items, processing of payments, submission of reports and all related documentation, and follow-up on monitoring and reporting tools.
• Assist in the monitoring of project progress, tracking and reporting tools and liaise with relevant colleagues.
• Support the smooth daily running of all administrative functions in a timely fashion, and in accordance with IOM’s regulations and procedures. 
• Assist in creating and maintaining a proper documentation and systematic tracking and filing systems of administrative documents (including purchase requests, purchase orders, requests for payments, vouchers, HR forms) including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents and liaise with IOM staff as needed. 
• Assist to maintain the confidentiality and integrity of all related information on the project, especially data concerning applicants and selected beneficiaries of the project.
• Undertake duty travel as required.
• Perform such other related duties as may be assigned. 

Qualifications

EDUCATION

• Bachelors or Equivalent or Higher degree in Business Management, Business Administration, Social Science, International Relations, from an accredited academic institution and two (2) years of relevant professional experience, or 
• High School Degree/Certificate in the above fields with four (4) years of relevant professional experience.

EXPERIENCE

• Experience working with youth or marginalized groups and communities is a distinct advantage.
• Experience or interest in community stabilization, youth engagement and empowerment, socio-economic inclusion, entrepreneurship or similar.
• Prior work experience with government counterparts, private sector, international organizations and/or non-governmental organizations (NGO) is an advantage.

SKILLS

• Ability to work effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives.
• Ability to work effectively and harmoniously within people at different levels within and outside organization and with colleagues from varied cultures and professional backgrounds.
• Ability to work under pressure to meet deadlines and high motivation with dynamic personality.
• Ability to analyse and interpret source information and data; capable of designing, reviewing and revising business processes to achieve efficiency.
• Ability to draft correspondence and communicate effectively in the required languages.
• Attention to details and problem-solving skills.
• Strong organizational and planning skills and good time management.

Strong computer literacy (MS Office Word, Excel and Outlook); Experience in handling web-based management system.

Languages 

REQUIRED

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

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

Competencies[1]

The incumbent is expected to demonstrate the following values and 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 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.

 

Required Skills

• General Administration

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