SVN-EC014-2025-PA 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
Under the general supervision of the Chief of Mission, and direct supervision of the Resources Management Officer (RMO), and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Project Clerk is responsible for undertaking the following duties and responsibilities: /span>

1. Provide general/clerical assistance in the implementation of project activities. 
2. Retrieve, compile, summarize, and present information/data on specific project topics.
3. Receive, screen and direct telephone calls and visitors; respond to routine internal and external enquiries and/or refer to appropriate contacts /units;
4. Assist in monitoring budget and updating budget related information.   
5. Support administrative coordination for project implementation, involving liaison with diverse organizational units or external parties to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions. 
6. Draft status reports, correspondence, briefing notes, graphics, statistical tables, presentations, and other forms of documentation.
7. Support the organization of meetings, workshops and training sessions. (e.g. arranging for meeting rooms and other facilities).
8. Initiate, view and track a variety of administrative transactions in the computerized financial / travel / human resources systems
9. Assist with arranging for travels: organize transport, logistics, accommodation, documents.
10. Respond to general information requests and inquiries; set up and maintain files/records.
11. Perform other related tasks as may be assigned. on, documents.
12. Respond to general information requests and inquiries; set up and maintain files/records.
13. Perform other related tasks as may be assigned. Education
    • High school diploma with 3 years of work experience; or 
    • Bachelor’s degree in political or social sciences, International Relations, Psychology, Migration Studies, Law, or related fields with one (1) year of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; or related. 
      • Attention to detail, ability to organize paperwork in a methodical way;
      • Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations;
      • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.  Skills
        • Good computer skills, including Word, Excel, and Internet.
        • Strong interpersonal and communication skills.
        • Knowledge of financial rules and regulations, including invoice generation, payment tracking, and budget monitoring.
        • Familiarity with administrative and clerical processes in support of programme implementation and donor reporting.
        • Knowledge of the Organization’s broad range of migration-related subject areas and understanding of UN and bilateral donor programming requirements. Languages
          • For this position, fluency in Spanish is required (oral and written). 
          • Oral and written fluency of beneficiary’s languages (English) is an advantage.   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.
14. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
15. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.