Programme Assistant

Position Title: Programme Assistant

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G6

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 16 November 2022

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The IOM Development Fund, part of the Deputy Director Generals Operations Portfolio is designed for start-up, innovative projects for countries most in need. Through the Fund IOM provides support to its Developing Member States and Member States with Economy in Transition in developing and implementing joint government-IOM projects (about 60 projects a year) to address particular areas of migration management. Some of the most recent areas of focus are: counter-trafficking, assisted voluntary return and integration, enhancement of inter-governmental dialogue and cooperation, labour migration, migration and development, migration, environment and climate change, migration and health, migration management systems (including travel documents) and border control, databases, policy and legal framework development, research, assessments and training activities.

Under the direct supervision of the IOM Development Fund Administrator, the Programme Assistant is responsible and accountable for supporting the work of the IOM Development Fund with a special emphasis on reviewing and endorsing proposals, project tracking, reports and other requests, PR and communication with IOM Missions and donors, preparation of programme reports, and coordination with concerned units in the field, at Headquarters (HQs) and Manila Administrative Centre.

Core Functions / Responsibilities:

1. Oversee and carryout the review/analysis and endorsement of a selection of the Fund’s project proposals (narrative and budget), interim and final narrative reports, revisions (budget/project/no-cost extensions) and project outputs, in close coordination with HQ Departments, Country Offices and Regional Technical Specialists.
2. Manage some junior staff and interns providing a clear sense of direction, leading by example and demonstrating the ability to carry out the organization’s vision and Fund’s mission.
3. Oversee the management of an external service provider contract in view of evaluating a selection of IOM Development Fund projects and developing a meta evaluation report.
4. Review and provide inputs and recommendation to a selection of ex-post evaluation reports/briefs/management response matrices in coordination with Country Offices, Regional Office, Regional Monitoring and Evaluation Officers.
5. Conduct Project Performance Reviews on a selection of IOM Development Fund’s project, in a participatory and coordinated approach, identifying potential challenges in project implementation, providing support to country missions offering corrective measures, and strengthening links relevant stakeholders (country missions, regional offices, HQ).
6. Ensure effective tracking of IOM Development Fund projects, including all types of communication, preparation of project documents, budget and related correspondence, to ensure timely and coordinated response from all concerned parties.
7. Coordinate with all stakeholders involved in the different workflows of the project cycle (field / RTSs / RMOs / RRMOs / HQ / Manila Administrative Centre).
8. Assist in the liaison with relevant Permanent Missions over the Fund, project implementation, and project reporting packages.
9. Contribute to the creation of special programme reports for the Standing Committee on Programmes and Finance (SCPF), other briefings, presentations and reports.
10. Participate and contribute to the enhancement of the Project Information and Management Application and its roll out.
11. Prepare IOM Development Fund descriptive/promotional materials/statistical reports as well as for the maintenance of the website and fundraising efforts.
12. Participate in meetings related to the IOM Development Fund.
13. Use of PRIMA for core functions related to No. 1, 5, 6, 7, 9 and 10.
14. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Political or Social Science, Business Administration, International Relations or a related field from an accredited academic institution with four years of relevant experience; or
• Completed High school / Secondary school education with six years of relevant experience.

Experience

• Three years IOM related experience and/or in international environment;
• Three years of experience in the field of reviewing proposal, report writing and review;
• Experience in managing junior staff and providing guidance to support the organization’s objectives;
• Experience in managing external contract and carry out the organization’s vision;
• Experience in monitoring and evaluation an asset, especially in carrying out Project Performance Reviews;
• Experience in the production of leaflets, brochures and other PR material is an asset, ability to use InDesign, Photoshop, etc.
• Practical experience of how-to multi-task, prioritize and work independently.

Skills

• Excellent writing, drafting and communication skills; ability to manage challenging timelines;
• Ability to timely understand the Organization’s structure and portfolios;
• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds;
• Proven ability to produce quality work accurately and concisely according to set deadlines;
• Excellent drafting in English, and one other language is required;
• Knowledge of IOM’s administrative procedures and work experience in administrative functions at HQ and in the field an advantage;
• Working knowledge of Project Monitoring Systems;
• Managerial skills in providing a clear sense of direction, leading by example and demonstrating the ability to carry out the organization’s vision as well as assisting others to realize and develop their potential;
• Demonstrated computer literacy, especially with the Microsoft Office software suite, Excel, Access and Power Point. Experience in InDesign and asset.

Languages

IOM’s official languages are English, French and Spanish.

For this position, fluency in English and French or Spanish is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

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 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 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.

Managerial Competencies – behavioural indicators level 1

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

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

Please be advised that this is a local position and as such only qualified Swiss nationals or candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.