Senior Project Assistant, Project Management

Organizational Scope & Context:

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of thousands of refugees each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s global support to all resettlement programs.

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.

Under the general supervision of the Chief of Mission, the direct supervision of National Project Coordinator, RSC MENA Egypt, the Senior Project Assistant (Project Management) will provide overall support to the Project Management Unit and be responsible for the following functions:

Core Functions / Responsibilities:

1. In close coordination with the National Project Coordinator (Project Management), represent the office of the USRAP Project Manager for RSC MENA Egypt in routine Country Office interactions. In this context, speak on behalf of the Project Management Unit in meetings, written and virtual communication, and a variety of other forums and interactions that take place with Managers and personnel both within the project and within other mission units in IOM Egypt Country Office.
2. Regularly provide communications and technical support to Managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the media. Draft correspondence, statements, reports, and other materials.
3. Facilitate better knowledge management within the Project Management Unit through creation and maintenance of SharePoint sites, stakeholder directories, staff databases, staffing structures, Standard Operating Procedures (SOPs), relevant reports and other important documents.
4. Organize the activities of the Project Management Unit, RSC MENA Egypt, including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for Managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances.
5. Regularly monitor staffing data to ensure adherence to the relevant job architectures. Coordinate closely with the HR-Business Partner in Washington, DC, Project Officer (Project Management), relevant Managers, and relevant administrative units to ensure that job architecture-related data is accurate, up to date, and accessible.
6. With the National Project Coordinator (Project Management), coordinate with IOM Egypt HR in relation to recruitment-related matters such as the issuance of vacancy notices, interview panels, interview schedules, selection paperwork and the onboarding and separation of personnel. Communicate with the HR Team as needed to clarify questions from the Managers.
7. Liaise and coordinate with the responsible Unit(s) on all logistical and administrative matters related to purchase orders, facility requirements, the construction of new office sites, moves, and official visits to RSC MENA Egypt. Support to official visits includes, but is not limited to, supporting visa requests, transportation, hotel arrangements and office working space.
8. Organize special events, including IOM-facilitated workshops, seminars, symposia and conferences. In this capacity, handle logistical and administrative details such as completing forms for the finance department, identifying event venues, arranging event materials and technological requirements, preparing and disseminating agendas and event details, corresponding with event organizers, facilitators, speakers and attendees, communicating about the event within and outside of the IOM Country Office, and liaising with government and facility officials, as needed.
9. Participate in relevant internal and external events related to project activities, including seminars, workshops, meetings, and conferences, and represent the project and the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when requested.
10. Provide project development support to the managers, including: collecting, filing and sharing information as requested; reviewing and editing reports, proposals and other documents; reviewing organizational updates and providing key points to management; and liaising between the managers and the Compliance team on special projects.
11. When required and in close coordination with the National Project Coordinator (Project Management), handle incoming correspondence and documents, including registering correspondence, preparing responses, ensuring the accuracy and correct formatting of outgoing diplomatic and routine correspondence, and translating, interpreting and drafting correspondence. As requested, prepare presentations.
12. Maintain and ensure the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by staff members.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Political or Social Science, International Relations, Development Studies, Migration Studies, or related fields from an accredited academic institution with four years of relevant professional experience, or
• Secondary School degree/certificate with six years of relevant professional experience

Experience

• Demonstrated experience supporting the executive functions for a management team is a distinct advantage.
• Experience communicating with a diverse range of parties, including government and operational partners, is preferred.
• Experience interfacing with core IOM mission functions, including HR, procurement and logistics, finance, IT, and others, is an advantage.
• Experience working within a USRAP project in an operational nature is an advantage; and
• Experience supporting recruitment processes, either as an HR practitioner, as a supervisor, or in a supporting role to a supervisor, is preferred.

Skills

• Delivers on set objectives in hardship situations.
• Ability to use own initiative and work under pressure with minimum supervision.
• Strong interpersonal and communication skills.
• Excellent computer skills – Word, Excel, PowerPoint, and Internet;
• Attention to detail and ability to organize; and,
• Self-motivated and objective driven.

Languages

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

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 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.

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

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

This is a national position and as such only Egyptian citizens and legal residents with authorization to work in Egypt at the time of the application will be considered.

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.