JOB DESCRIPTION

Context

The Junior Project Assistant will be responsible for administrative support in the development, implementation, monitoring and report activities of the shelter and non-food items programming, both for emergency and transitional programs.

The incumbents will be responsible and accountable for the following activities:
Support IOM’s Shelter and NFI programme activities across Northeast Nigeria (and beyond, according to project locations) in coordination with Shelter, CCCM, ER and relevant Sub office units.
Provide administrative support to the overall Shelter-NFI projects, interventions and activities, including supporting timely preparation of the payroll and timesheets for all Shelter-NFI field staff.
Coordinate with Shelter-NFI field staff in getting all the relevant data of all the activities carried out on field and updating all project trackers regularly or as requested.
Support the review and verify all the data and documents received from the field staff to ensure accuracy and quality and archive of all data received from the field staff, all relevant files and documents of all the projects in the unit.
Support in preparing of daily staff matrix and act as focal point for the unit for field movement booking requests, flight bookings and security clearance requests.
Support in preparing and tracking all Purchase Request Forms (PRFs) for the Shelter-NFI unit, based on request.
Support in preparing RFPs for all Shelter-NFI related payments/claims, such as the payment of Community Carpenters, Watchmen & Casual Labourers for different activities, and ensure timely payment.
Coordinate with field staff to get the supporting documents after payment, verify and submit all documents to the Finance Unit for liquidation.
Support in preparing Stock Withdrawal Request (SWR) for the unit and, also keep track of all the items on the warehouse tracker, and support with the coordination with warehouse team for the timely release of materials.
Support the Project Manager/Officer in highlighting and monitoring welfare and well-being matters for field staff.
Provide programmatic support to shelter and NFI field activities, including travel to the field locations as and when required.
Perform such other duties as may be assigned.
Education

Diploma or degree from an accredited academic institution preferably in Business Administration Statistics, Social Science, Sociology, or an equivalent combination of education, training & experience, or a related field from an accredited academic institution with 1 year of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

Previous experience in common services or a related function preferably with an international organization and in humanitarian context is an added advantage.
Previous experience in working in project administrative functions in humanitarian organization is an added advantage.
Proficiency in computer applications (MS Word, Excel, Outlook, etc).
Ability to work quickly and accurately and pay attention to detail.
Willingness to assist efficiently in a very busy project environment.
Ability to meet deadlines and work under pressure.
Ability to present clear and concise information and good communication skills.
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
Ability to multi-task amidst tight deadlines.
Skills

Experience with another international organization and knowledge of SAP is an advantage.
Excellent communication and negotiation skills; • Ability to present clear and concise information; Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
Ability to meet deadlines and work under pressure.
Good level of computer literacy; personal commitment, efficiency, flexibility, drive for results
Languages

Hausa, Kanuri and/or other local languages is desirable.

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.
Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements