Senior Programme Assistant

Context:

Under general guidance of chief of mission (CoM), the overall supervision of the Head of Protection and Assistance Division and the direct supervision of the Protection Officer, the incumbent will be responsible for the planning, implementation, and monitoring of IOM Protection activities in Iraq.

Core Functions / Responsibilities:

1. Act as the unit’s primary focal point for the organization of conferences, trainings, workshops, and events, working closely with logistics and finance to ensure that programme requirements are met.
2. Take a leading role in initiating and following up on IOM and third-party contracts, working closely with IOM HR and Stars Orbit colleagues, and in following up to ensure the accurate and timely payment of consultants
3. Support the tracking of and follow up on project commitments and expenditures and summarize the financial status of select projects upon request.
4. Organize and keep project files and documents in an established filing system and online platforms ensuring data protection principles are met.
5. Take the lead in drafting Notes For File (NFF), meeting minutes, and other documents and reports.
6. Ensure coordination with Procurement and Logistics department regarding the validity of lease agreements required for the Unit’s running of activities in the field.
7. Draft and translate correspondence and other materials from Arabic into English and vice- versa, Kurdish into English and vice-versa, as needed.
8. Identify bottlenecks in project implementation and work with the Protection Officer, Programme Coordinator(s), IOM support units, and relevant Heads of Sub-Office to identify viable solutions.
9. Ensure information sharing, coordination, and communication within the team and with other teams and management.
10. Perform such other duties as may be assigned.

Education

• University degree in business, Administration or related filed from accredited academic institution with 4 years of relevant professional experience
• Completed High School degree from accredited academic institution with 6 years relevant professional experience.

Experience

• Minimum 4 years experiences in the related field.
• Previous experiences in logistics and administration, and/or protection programming is an advantage.
• Experience in communicating and working with a wide range of people, including people of culturally diverse backgrounds.

Languages

• English, Kurdish, and Arabic are required.
• Any other language is an advantage.

Skills,

• Work prioritization and ability to multitask under tight deadlines
• Strong organizational and administrative skills;
• Ability to work well in a team environment as well as independently.
• interpersonal skills to effectively interact with all levels of staff, international personnel and consultants, political actors, and NGO community;

Required Competencies

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.

• Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
• Shares credit for team accomplishments and ensures that the contribution of others is recognized.
• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

• Produces high-quality results and workable solutions that meet clients’ needs.
• Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

• Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.

Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

• Proactively seeks responsibility in delivering towards the goals of the Organization.
• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
• Stands by the actions of team or department, publicly accepting ownership.
• Takes responsibility of own shortcomings and those of the work unit, where applicable.

Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

• Speaks and writes clearly and effectively.
• Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
• Listens and seeks to understand without bias, and responds appropriately.
•  Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.

Interested candidates are invited to submit their applications via a link:

http://iraqkobo.iom.int:8081/x/#g7fmj0N9

For an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted.