Project Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Project Assistant

Vacancy Number: SVN/IOMSO/042/2023

Duty Station: IOM Somalia in Nairobi, Kenya

Classification: General Service Category, Grade G5

Type of Appointment: Special Short Term, Nine months with possibility of Extension

Estimated Start Date: As soon as possible

Closing Date: 09 January, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

The Danwadaag Durable Solutions Consortium is facilitating the scaling of better templates/models through the ‘Scaling Solutions’ project for multisectoral stakeholders engaged in durable solutions for displacement affected communities in Somalia. Under this grant, the Consortium Leadership Team (CLT) of IOM, the lead organisation of the Danwadaag consortium, seeks to recruit a Project Assistant to support and contribute to CLT activities in administration, operations, and partnership management.

Under the overall supervision of the Danwadaag Consortium Coordinator and the direct supervision of the Danwadaag Consortium Programme Officer, the Project Assistant will be responsible and accountable for assisting project development partner, UN agencies, and donor coordination, grant and partnerships management, and supporting day-to-day monitoring and reporting for Danwadaag programmes.

Core Functions / Responsibilities:

1. Serve as focal point and liaise with relevant units and staff in Somalia Office on programme support including logistics, administrative, and financial matters in support of Danwadaag Consortium and follow-up that all procedures are coordinated within Mission.

2. Assist the CLT in the process of preparing Implementing Partner Agreements, preparing and compiling documentation for partner payments and liaising with RMU to follow up and document receipt of payments by partners.

3. Assist the CLT in monitoring and tracking programme budgets, expenditures, and pipelines, and draft reports on regular basis. Conduct internal control and notify the CLT of any potential risks and delays.

4. Assist with finance processes and follow up on financial aspects of the programme, covering initial verifications of related documents/invoices, obtain necessary approval/clearance, initiate payment requests to the Finance Unit, follow up administrative actions, and ensure all relevant matters are timely and efficiently processed and paid.

5. Assist in procurement and logistic arrangements of equipment/supplies/services for the program activities in coordination with relevant units and in compliance with IOM procedures; follow up on the procurement process and documentations; step by step from acquisition stage, system inputs, up to delivery of goods/services, and release of payment; maintain coordination with and record-keeping of the service providers, their documents, contracts, renewal of contracts, and timely payment.

6. Set up and maintain internal file database, filing system, store and manage data and information relevant to the scope of programme activities.

7. Assist the CLT in compiling and filing project documentations, including financial documents, donor reports, etc.

8. Assist the CLT organizing meetings, workshops, training, conference, etc.

9. Assist CLT staff with Travel Authorization and Travel Expense Claims ensuring they are correctly completed. Assist in other process related to travel involving government and other counterparts, relating to Visa and other supports.

10. Maintain records and tracking of CLT staff leave plan and attendance.

11. Perform any other general administrative duties assigned by the unit.

Required Qualifications and Experience

Education

• Bachelor’s degree in business administration, Finance, Economy Management, Social Science, or a related field from an accredited academic institution with three years of relevant professional experience; or
• High School Degree in the above fields with minimum five years of relevant professional experience.

Experience

• Professional experience in finance, administration, control procedures, and procurement processes; experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures, an advantage.
• Used to work in coordination with other staff and units, implementing partners, donors, and other relevant parties.
• Experience working with accounting and procurement systems.
• Experience of working in an international organization and knowledge of the UN is essential.
• Experience working in emergency and conflict/fragile contexts an advantage.
• Skills
• Good communication, reporting and negotiation skills.
• Excellent monitoring skills; managerial skills; organizational skills; accuracy
• Ability to work with limited supervision.
• Ability to multi-task and deliver on set objectives and timelines in complex situations.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

• For all applicants, fluency in English is required (oral and written).
• Working knowledge of regional languages is an advantage.

Required 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 wherever possible.
• Integrity and transparency: maintain 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

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

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered.

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and a work permit, as applicable.