Project Support Officer at International Organization for Migration (IOM)

Job Description

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Established in , IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. With member states, a further 8 states holding observer status and offices in over countries, 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. IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

Core Functions / Responsibilities:

In particular he/she will:

Support the RHAPC in project development, implementation and reporting activities, including coordinating regular reports, providing inputs for budgets and project proposals and reviewing and updating USRAP-specific policies in coordination with USRAP and Country Office management. When requested, assist the RO HAP Finance Team in monitoring spending across the project region, and flagging areas of under or overspending to RHAPC. Coordinate report drafting and informational materials, including flash reports, updates, surveys, bulletins, factsheets, and dashboards addressing a wide variety of USRAP-related topics. Facilitate collaboration and revision processes to produce high quality, timely, topical, and polished pieces that integrate relevant IOM approaches, policies, and guidelines. Support the production of materials with data visualizations and formatting and, where relevant, work with a designer and/or communications specialist to ensure materials are in line with Organizational branding and professional standards. Oversee the organization of a wide range of events, including meetings and activities, Regional Office-level events, town halls and high-level visits. Manage the production of event-related outputs, including briefs, meeting agendas and minutes, reports, fact sheets, and presentations. Provide coordination support for management and staff visits to other entities and IOM missions, including preparing visit agendas, scheduling appointments, and maintaining relevant correspondence. Where relevant, liaise between RHAPC and with other CMHO on cross-departmental meetings. Oversee the development and maintenance of regional HAP key contact information, rosters, web resources and distribution lists, as well as organigrams for relevant HAP units/country offices. Coordinate between Management, the Resources Management Unit(s) (RMU) in the relevant Country Offices in the Region, and other relevant entities to ensure the project is observant of financial, administrative and procurement requirements in line with IOM rules and regulations and that all resources management needs are being met within the project. Ensure procurement-related work is organized efficiently and on time through the preparation and monitoring of Quarterly Procurement Plans. Oversee staff focused on project management support duties in the areas of project support, reporting, interpretation management and resource management coordination. Hire staff, provide training, technical assistance, and information on changes to workflows and procedures, assign duties, and give feedback on performance on a regular basis to ensure high quality work and accurate completion of duties. Help identify knowledge gaps and recommend opportunities for the expansion of data collection activities that will contribute to future reports and informational materials. Oversee the periodic review and update of internal USRAP project administrative workflows and organizational charts to continually track and streamline procedures. When required, liaise with the USRAP HR Business Partner in IOM USRAP Washington, D.C. and HR units in various Country Offices in the Region regarding the background check process for new and current staff. Alert the RHAPC of any process issues. Maintain and ensure the confidentiality and integrity of all USRAP project-related information by implementing control procedures in line with USRAP program integrity guidelines, standards of conduct and data protection rules. Alert RHAPC or the relevant CMHO of any non-compliance to SOPs or codes of conduct. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

Master’s degree in social science, International Relations, Health Sciences, or a related field from an accredited academic institution with two years of relevant professional experience; or, University degree in the above fields with four years of relevant professional experience.

Experience

Experience in USRAP, particularly in processing or movement operations activities, such as field support,,movements, data processing, employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is a distinct advantage. Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial, andbusiness rules and practices is desirable; and Demonstrated proficiency with START is an advantage.

Skills

Strong written and verbal communication skills and ability to effectively communicate with and lead a team is essential. Excellent computer skills and a high level of proficiency in spreadsheet and database applications. Strong organizational skills.

Languages
Required: Fluency in English and Kiswahili is required (oral and written). Working knowledge of French; and/or any other UN Official language is advantageous.