Programme Assistant

POST DESCRIPTION

I. Position Information (2 positions)

Position title : Programme Assistant

Position grade: UG

Duty station: Manama, Bahrain

Job family: Migration Management

Country Office

Reports directly to: Head of PxD

Number of Direct Reports: 0

II. Organizational Context and Scope

Under the overall supervision of the Chief of Mission and the direct supervision of the Head of Protection (PXD) in Bahrain, the incumbent will be tasked with providing administrative and technical support for Protection related activities under the purview of IOM Bahrain. The position will support the growth of activities under the six pillar approach to protection: thematic guidance, direct assistance, convening & dialogues, advocacy & communication, capacity building and data, research & learning.

III. Responsibilities and Accountabilities

In particular he/she will:

1. Provide administrative, logistical, technical and operational support to actions carried out under the protection division, to ensure smooth running of activities;
2. Assist in the facilitation of regular meetings with key partners to provide updates on the project activities, with follow up on information sharing and logistics;
3. Assist in coordination and follow up with the Regional Office in Cairo on PXD activities;
4. Assist in preparing or proofreading written documents, including ad hoc minimal translation where needed, or organisation of external translation;
5. Support the monitoring and evaluation framework for project implementation;
6. Assist in preparing and ensuring timely and quality preparation and submissions of all project reports according to IOM and donor formats as required;
7. Maintain a detailed e-filing system for all project documents, in anticipation of any internal or external audits, in accordance with IOM rules, as well as donor auditing requirements;
8. Prepare/request travel authorization, security clearances, DSA, travel expense claims and visa requests as required by project staff and consultants;
9. Arrange transportation as required by project staff and consultants;
10. Contact vendors to obtain quotations and raise PRs or OIPAs to process payments;
11. Participate in seminars, visits, assessments and other meetings as requested by the Head of PXD;
12. Participate in PXD team meetings and work closely with other PXD project assistants to ensure complementarity and consistency across the GCC countries;
13. Contribute to the design and development of new projects related to PXD, in line with IOM guidelines; and
14. Perform any such other duties as may be assigned.

IV. Required Qualifications and Experience

Education

• University degree in Business Administration, Development Studies, International Relations and/or Law, or in a related field

Experience

• Minimum three years of relevant experience
• Previous experience working in a bilingual Arabic-English environment
• Previous experience with an international organization or Migrant Protection is an advantage

SKILLS

• Demonstrate strong experience and knowledge of administrative processes
• High level of computer literacy (MS Office Word, Excel and Outlook)
• Ability to work with tight deadlines when needed

V. Languages

Required: Fluency in Arabic and English (oral and written)

VI. Competencies[1]

The incumbent is expected to demonstrate the following values and competencies:

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.

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 action 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

[1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.