Project Assistant

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
  Context

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, inter-governmental and non-governmental partners. With 175 member states, a further 8 states holding observer status and offices in over 100 countries, IOM, the UN Migration Agency, 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. Brazil is a Member State of IOM since 2004.

Under the overall supervision of the Chief of Mission, and in close coordination with the Head of Programs, National Officer, and collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for the following: 
 

1. Support the Oportunidades’ Project and Integration Unit budget planning and financial monitoring.
2. Ensure that all expenses are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements.
3. Provide support to the IOM Sub-offices under Oportunidades‘ Project regarding HR, procurement and administrative mechanisms.
4. Follow up with Oportunidades’ colleagues for the timely and proper documentation of projects in the Scope of the Programme.
5. Organize periodic meetings and coordinate with other Project Assistants to ensure better management and administrative flow of the project procedures.
6. Support and follow up on project work plan and other actions implemented by the Oportunidades Project.
7. Write and review results-based reports for project donors.
8. Provide assistance to the Senior Programme Manager and the National Team in the organization of events, official visits, travels, etc.
9. Support the preparation of progress and other reports and ensure proper exchange of information between Oportunidades’ collegues.
10. Support in outreach activities and in the development of partnerships with private sector partners in area of responsibility to enhance employment opportunities for youth migrants.
11. Perform other related duties as may be required. Education
    • Academic BA in International Relations, Social Sciences, Social Services, Economics, or a related field from an accredited academic institution. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Experience in administrative activities and processes.
      • Good organizational, time management and prioritizing skills.
      • Proficiency in Microsoft Office software (Excel, PowerPoint, Word, Outlook).
      • Ability to multitask and work under pressure to meet deadlines.
      • Experience working within a team of colleagues from diverse cultures and professional backgrounds.
      • Previous experience in an operations unit at an international organization is an advantage.
      • Experience with project reporting. Skills
        • Good written and verbal communication skills. 
        • Experience with handling confidential data.
        • Ability to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
        • Excellent academic writing skills.
        • Familiarity with Microsoft Office. Languages
          • For this position, fluency in Portuguese (oral and written) and English (oral and written) are required.  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
13. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.