Project Assistant (Training Specialist)

Job description

Under the overall supervision of the Chief of Mission (CoM) in Poland, National Programme Officer and direct supervision of the Protection Coordinator and, in collaboration with Regional Office in Brussels, the successful candidate will be responsible and accountable for implementation of migrant protection capacity building activities.

Core Functions / Responsibilities:

• Assist in the implementation and monitoring of project activities.

• Retrieve, compile, summarize, analyse, and present information/data on specific project topics.

• Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.

• 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.

• Draft status reports, identifying shortfalls in delivery, bring them to the attention of the supervisor and suggest remedial actions.

• Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation.

• Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops and training sessions;

• 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.

• Assist in monitoring work of implementing partners and report non-compliances to the supervisor.

• Provides guidance/training to new/junior staff.

• Perform other related duties as assigned.

Requirements

Required Qualifications and Experience

Education

• High 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.

Experience and Skills

• 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.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Strong organisational skills;
• Cross cultural awareness and flexibility;
• Ability to work on own initiative and at the same time as part of a multi-cultural and multi-disciplinary team;
• Proficient in a Microsoft Office environment and office software packages;
• Knowledge of spreadsheet and database packages, experience in using web-based management systems;
• Strong work ethics and commitment to humanitarian principles.

Languages

Fluency in Polish and English (oral and written) is required. Knowledge of Arabic, Russian and/or Ukrainian will be an advantage.

Required Competencies

IOM’s competency framework can be found at this link. (https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/iom_revised_competency_framework_external.pdf)

The incumbent is expected to demonstrate the following values and 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.
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other:

IOM is committed to a diverse and inclusive environment.

This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.

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

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.