Senior Project Assistant (Project Management)

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.

Under the general supervision of the Chief of Mission, the direct supervision of Project Coordinator, the Senior Project Assistant (Project Management) will provide overall support to the Project Management Unit and be responsible for the following functions

Responsibilities

• In close coordination with the Project Officer (Project Management), represent the office of the USRAP Project Manager for RSC LA in routine Country Office interactions. In this context, speak on behalf of the Project Management Unit in meetings, written and virtual communication, and a variety of other forums and interactions that take place with Managers and personnel both within the project and within other mission units in IOM Peru Country Office.
• Regularly provide communications and technical support to Managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the media. Draft correspondence, statements, reports, and other materials.
• Facilitate better knowledge management within the Project Management Unit through creation and maintenance of SharePoint sites, stakeholder directories, staff databases, staffing structures, Standard Operating Procedures (SOPs), relevant reports and other important documents.
• Organize the activities of the Project Management Unit, RSC LA, including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for Managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances.
• Regularly monitor staffing data to ensure adherence to the relevant job architectures. Coordinate closely with the HR-Business Partner in Washington, DC, Project Officer (Project Management), relevant Managers, and relevant administrative units to ensure that job architecture-related data is accurate, up to date, and accessible.
• With the Project Officer (Project Management), coordinate with IOM Peru HR in relation to recruitment-related matters such as the issuance of vacancy notices, interview panels, interview schedules, selection paperwork and the onboarding and separation of personnel. Communicate with the HR Team as needed to clarify questions from the Managers.
• Liaise and coordinate with the responsible Unit(s) on all logistical and administrative matters related to purchase orders, facility requirements, the construction of new office sites, moves, and official visits to RSC LA. Support to official visits includes, but is not limited to, supporting visa requests, transportation, hotel arrangements and office working space.
• Organize special events, including IOM-facilitated workshops, seminars, symposia and conferences. In this capacity, handle logistical and administrative details such as completing forms for the finance department, identifying event venues, arranging event materials and technological requirements, preparing and disseminating agendas and event details, corresponding with event organizers, facilitators, speakers and attendees, communicating about the event within and outside of the IOM Country Office, and liaising with government and facility officials, as needed.
• Participate in relevant internal and external events related to project activities, including seminars, workshops, meetings, and conferences, and represent the project and the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when requested.
• Provide project development support to the managers, including: collecting, filing and sharing information as requested; reviewing and editing reports, proposals and other documents; reviewing organizational updates and providing key points to management; and liaising between the managers and the Compliance team on special projects.
• When required and in close coordination with the Project Officer (Project Management), handle incoming correspondence and documents, including registering correspondence, preparing responses, ensuring the accuracy and correct formatting of outgoing diplomatic and routine correspondence, and translating, interpreting and drafting correspondence. As requested, prepare presentations.
• Maintain and ensure the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by staff members.
• Perform such other duties as may be assigned.

Qualifications

Education

• Completed secondary education required with six years of working experience; or,
• Bachelor’s degree in Social Sciences or related field with four years of working experience

Experience

• Demonstrated experience supporting the executive functions for a management team is a distinct advantage;
• Experience communicating with a diverse range of parties, including government and operational partners, is preferred;
• Experience interfacing with core IOM mission functions, including HR, procurement and logistics, finance, IT, and others, is an advantage;
• Experience working within a USRAP project in an operational nature is an advantage; and
• Experience supporting recruitment processes, either as an HR practitioner, as a supervisor, or in a supporting role to a supervisor, is preferred.

Skills

• Delivers on set objectives in hardship situations;
• Ability to use own initiative and work under pressure with minimum supervision;
• Strong interpersonal and communication skills;
• Excellent computer skills – Word, Excel, PowerPoint, and Internet;
• Attention to detail and ability to organize; and,
• Self-motivated and objective driven.

Languages

REQUIRED

• The official languages of IOM are English, French, and Spanish; all staff members are required to be proficient in Spanish and English.

DESIRABLE

• Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Source: https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/12255