Project Assistant

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Under the overall supervision of the Head of Projects and Partnership in Viet Nam, the direct supervision of the National Program Officer in Hanoi, and in close coordination with relevant project personnels, the successful candidate will provide effective support in the implementation of the project. The incumbent will be responsible and accountable for supporting all administrative aspects of the project implementation. Additionally, the incumbent will support financial, monitoring and reporting of the project activities, as well as  provide basic administrative support for the development of potential future projects in the field of disaster risk management and climate mobility, once requested.

1. Assist in the implementation and monitoring of project activities. 
2. Perform other related duties as assigned.
3. Support administrative coordination of project implementation, involving liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
4. Research, compile and organize data and information from various sources for reports, project brief, and presentations.
5. Manage and update project data and other information; and maintain electronic and paper files in support of projects. 
6. Support the supervisor in tracking project operational expenses, update budget related information, and draft status report.
7. Draft correspondence, donor reports, briefing notes, graphics, statistical tables, and presentations, among others. 
8. Support the follow-ups with partners for inputs to reports and other materials such as visibility materials, communication and media materials as applicable.
9. Provide office, administrative and logistics support to meetings, conferences, and workshops, etc.
10. Undertake duty travel as needed to support field activities related to monitoring and evaluation, project support, project reporting, for meetings and to participate in training. 
11. Undertake informal translations and/or interpretation upon request. Education
    • School diploma with four years of relevant experience; or,
    • Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law or related fields from an accredited academic institution with two years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Experience in supporting liaison with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations;
      • Experience with United Nations agencies, international humanitarian organizations, non-government or government institutions in a multi-cultural setting;
      • Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups is preferred;
      • Experience working in emergency relief and/or recovery projects is an advantage.  Skills
        • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; 
        • Excellent communication, facilitation, presentation and negotiation skills; 
        • Demonstrated proficiency with Microsoft Office applications (Excel, Word, PowerPoint, SharePoint), Zoom, Kobo toolbox; 
        • In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; 
        • Knowledge of UN and bilateral donor programming preferred. Languages
          • For this position, fluency in English and Vietnamese is required (oral and written). IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   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.
        • 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.
    • Courage: Demonstrates willingness to take a stand on issues of importance.
12. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
13. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.