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.
  Context

​​​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.  

​Among its strategic objectives, IOM Viet Nam are promoting saving lives and driving solutions to displacement through its projects and programmes on humanitarian action, disaster risk management, and climate mobility. IOM’s projects supports the Government of Viet Nam to enhance its legal and policy framework to better response to emergency, protect vulnerable populations, build resilience, reduce disaster risks, adapt to climate change and prevent further displacements.  

​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 administrative and financial assistance in the implementation of current and potential future projects in the field of disaster risk management and climate mobility. The incumbent will be responsible and accountable for providing administrative, financial assistance, supporting implementation, monitoring and reporting of the project activities, as well as supporting project development in accordance with IOM’s guidelines.

1. ​​Assist in the implementation and monitoring of project activities.  
2. ​Retrieve, compile, summarize, analyse, and present information/data on specific project topics. 
3. ​Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.   
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, process and follow-up on administrative actions, etc. 
5. ​Draft status reports, identifying shortfalls in delivery, bring them to the attention of the supervisor and suggest remedial actions. 
6. ​Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation. 
7. ​Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops and training sessions;  
8. ​Participate in meetings and conferences; assist in coordinating implementation activities with local authorities, partners, United Nation agencies, intergovernmental and non-governmental organizations, donors and other stakeholders relevant to the project.   
9. ​Assist in monitoring work of implementing partners and report non-compliances to the supervisor. 
10. ​Provides guidance/training to new/junior staff.  
11. ​Perform other related duties as assigned.  Education
    • ​​School diploma with five 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 three years of relevant professional experience.  Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
        • ​​Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations; 
          • ​Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups; and, 
            • ​Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 
              • ​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.
                • Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
                • 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 actions 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 1) (applicable only if position is with direct reports)
        • 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 leadership and professional potential.
      • Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
    • Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
12. Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.