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Type of Appointment: Special Short Term, 6 months with possibility of extension
Estimate start Date: As soon as possible
Closing Date: 24 May 2019
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.
Under the overall supervision of the Chief of Mission and the direct supervision of the Program Manager, the successful candidate will be responsible for assisting the Human Rights Monitoring (HRM) Programme in Harare in planning, organizing, implementing and monitoring the activities of the project, including financial tracking and capacity building activities. The Programme Assistant will work in close cooperation with all relevant units of the Mission in Harare and will liaise with the IOM sub-offices and CSO grant recipients to ensure timely implementation of projects. In particular s/he will:
Core Functions / Responsibilities:
• Assist the Project Manager in the administrative aspects of disbursing and managing grants.
• Review and provide feedback on the financial inputs of proposals and reports from grant applicants/recipients.
• In close coordination with the Project Manager and finance department, assist in the management and tracking of project activity expenditures.
• Liaise with the finance unit to ensure that all financial reporting deadlines are met in good time and with good quality
• Assist in managing an effective administrative coordination system with CSO grant recipients, donors, IOM sub-offices, and other organizations, and synthesize key information for follow-up.
• Draft, print, ensure signatures and other administrative procedures are met for the
Programme’s contracts, correspondence, letters, reports, communication material, etc.
• Assist the Project Manager in all aspects of organizing trainings, seminars, and meetings within the project framework, and with liaising with relevant government bodies and implementing partners.
• Identify current and potential CSO recipients eligible and in need of trainings in proposal
writing, protection, financial management, and/or reporting, monitoring, and evaluation.
• Liaise with other training organizations to identify existing training packages and national partners already receiving training in relevant areas, communicate the specific training needs of the xxx to adapt those packages, and coordinate logistical matters to provide a number of trainings in proposal writing, financial management, and reporting, monitoring, and evaluation for identified participants.
• Adapt existing IOM training packages on protection and plan, organize, and implement protection trainings for current/potential grant recipients.
• Update changes in national partner capacity status (completion of trainings, improvements/declines in relevant indicators, etc.) in the project Database.
• Provide capacity building and financial inputs for weekly, quarterly, and/or final reports to the donor.
• Organize field visits for the project staff and consultants while ensuring administrative and logistical support to the project operations, including booking tickets and hotels, liaising with the Security Officer and HR Unit in all matters related to visa requests, travel permits, and security clearances for Programme staff and consultants.
• Assist in finding suitable venues and catering for trainings/informational centers in Harare and in the field, as well as ensuring that requested stationary and photocopies are available during sessions.
• Assist with local or regional language/English translations as well as translations from English/to local regional language when required, during workshops and meetings in addition to directly monitoring daily activities of workshop sessions.
• Provide the payments and time sheets of the Programme and consultants, liaising with HR and the Finance Unit.
• Serve as liaison between the mission’s logistics, finance, and IT units to support the Programme and the team in different administrative, finance, logistics, and IT-related aspects.
• Coordinate and facilitate the Programme’s logistical vehicle movement, liaising with the drivers and Procurement Unit.
• Set-up, monitor, and maintain the Programme’s filing system, including entering proposal and project data into the project mission Database.
• Support the Programme Manager and Chief of Mission in maintaining and updating the staffs quarter and annual leave plans, work-plans and travel arrangements, maintaining up-to-date records and keeping in close communication with the HR Unit
• Support the M&E Assistant in the collection of monitoring and evaluation information within the project framework.
• Liaise with implementing partners for information sharing, organizing, and coordinating of program activities
• Perform such other duties as may be assigned
(Education, experience and competencies)
• Completed advanced university degree from an accredited academic institution, preferably in finance or project administration, or a combination of relevant education and professional experience.
• A minimum of 5 years of combined professional experience in humanitarian/development program administration and capacity building, with experience in protection an advantage.
• Experience in logistics/operations-related projects an advantage.
Thorough knowledge of English Language is a prerequisite,
• 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 judgement in meeting day-to-day challenges.
• Core Competencies — behavioural indicators level 3
• 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.
Core Competencies — behavioral indicators
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.
Delivers on set objectives in hardship situations and effectively coordinates actions with other implementing partners
Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
Appointment will be subject to certification that the candidate is medically fit for appointment
No late applications will be accepted
Diversity & Inclusion At IOM we value and invite diversity into our workforce as we know it is one of the factors that make us qualified to deal with the complex issue of migration. We see diversity as one of our organizational strengths. Our aim is to foster an inclusive workplace where everyone treats each other (including colleagues and migrants) with dignity and respect.
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