Senior Programme Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Senior Programme Assistant

Vacancy Number: SVN/IOMSO/001/2024

Duty Station: Nairobi, Kenya (IOM Somalia)

Classification: General Service Category, Grade G6

Type of Appointment: Special Short Term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 27 February, 2024

Context:

IOM’s Transition and Recovery Pillar (TRP) encompasses IOM Somalia’s Community Stabilization Unit (CSU) and Disengagement, Disassociation, Reintegration and Reconciliation (DDRR) program and addresses the multifaceted drivers of instability to support the Somali Government and communities to build peace and lay the foundations for longer term, sustainable recovery through activities that restore trust horizontally between communities and vertically between communities and government authorities in newly recovered and fragile areas. Within this mandate, TRP works with marginalized and at-risk youth on Preventing Violent Extremism (PVE) and to promote social cohesion and supports the Federal Government of Somalia’s (FGS) National Programme for the Treatment and Handling of Disengaged Combatants in South West State and Jubaland. TRP also supports the FGS’s and Federal Member State (FMS) -level stabilization strategies through the Daryeel program that works in Galmudug (GM), Hirshabelle (HS), South West State (SWS), and Jubaland (JSS).

CSU under its rapid stabilization portfolio is implementing two projects – Rapid Stabilization Support (RSS) funded by FCDO and Stabilization and Recovery in Somalia (SRS) funded by USAID. As the unit is expanding in funding and portfolio its important to have a dedicated senior national programme Assistant who oversees implementation of activities for both projects as well as ensure timely execution of the activities. the incumbent will be tasked with facilitating smooth and effective daily program implementation, working with support units, and directly assisting in programme planning, financial tracking and grants management, coordination with other programme units, internal and external communications, and monitoring and evaluation.

Under the overall guidance of the Senior Programme Coordinator (Community Stabilization), and under the direct supervision of National Programme Officer (Community Stabilization), the successful candidate will play a crucial role in effective daily program implementation, working with support units, and directly assisting in programme planning, financial tracking and grants management, coordination with other programme units, internal and external communications, and monitoring and evaluation.

Core Functions / Responsibilities:

1. Assist in the planning, coordination, implementation, and monitoring of project activities.
2. Compile, summarize, analyse, and present information/data on specific project topics, highlighting noteworthy issues for the consideration of appropriate parties.
3. Monitor budget implementation and propose adjustments as necessary.
4. Act as focal point for administrative coordination of project implementation, involving extensive liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, follow-up on administrative actions, etc.
5. Draft status reports: identify shortfalls in delivery, bring them to the attention of the supervisor and suggest corrective measures.
6. Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, and other forms of documentation.
7. Organize meetings, workshops, and training sessions; prepare training materials and participate in the delivery of capacity building workshops.
8. Respond to complex information requests and inquiries; set up and maintain files/records.
9. Participate in meetings and conferences; maintain effective liaison and coordination with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors, and other stakeholders relevant to the project.
10. Monitor work of implementing partners and report any non-compliance to the supervisor.
11. Provide inputs for the development of Standard Operations Procedures (SOP) and concept papers and provide general support for the development of new projects.
12. Provides guidance/training and assists in coordinating and monitoring work of other staff in the unit; may supervise other staff as assigned.
13. Perform other related duties as assigned.

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 four years of relevant professional experience; or
• High School Degree in the above fields with minimum six years of relevant professional experience.

Experience

• Professional experience in financial administration and procurement process.
• Experience working in respective programme/project preferably at field level, in stabilization and conflict environments.
• Effective coordination with project staff and other units within the organization, implementing partners, and other relevant parties; Experience working with accounting and procurement system is an advantage.
• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures is an advantage.
• Experience of working in an international organization and knowledge of the UN is essential.

Skills

• Excellent and demonstrable analytical, communication and writing skills.
• Experience with UN, non-governmental or governmental institutions/organizations in a multi-cultural setting.
• Sound knowledge of project implementation.
• Good level of computer literacy, including database applications

Languages

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

Working knowledge of Somali is an advantage.

Required Competencies

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 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.

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.