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Senior Programme Assistant

Career Opportunities: Senior Programme Assistant DA/MRRM (1232)

Requisition ID 1232 – Posted 26/01/2023 – Local Position – Special Short-Term Graded – Libya – Tripoli

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Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. 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.

Organizational Context and Scope

Under the overall supervision of the Programme manager and direct supervision of the National Emergency Response Officer, the successful candidate will be responsible for providing administrative support and coordinate  the field operations of the activities conducted under the MRRM/DA unit within the IOM Libya Humanitarian Response portfolio. In particular:

Responsibilities and Accountabilities

1. In close coordination with the programme Manager and National Emergency Response Officer (NO),  coordinate the implementation of the Direct Assistance field activities in a timely and effective manner, collaborating constructively with the NO in carrying out its administrative and technical aspects, including but not limited to resources management, delivery of relevant services, reporting and visibility in line with IOM’s policies and procedures, as well as project reporting requirements.
2. Assist the MRRM/DA Programme Manager, Project Officer and National Project Officer in the planning of the day-to-day unit’s project activities related to the humanitarian assistance to migrants and IDPs according to IOM protocols and guidelines.
3. Coordinate the implementation of field activities and monitor the delivery of services as required to achieve the projects targets.
4. Prepare relevant purchase and payment requests, and perform  other administrative tasks as required including but not limited to preparation of invitation letters, processing of operational petty cash advances payment and resettlement (RFP/OIPA), Keeping track of the field teams needs of office supplies, translation of official documents, keeping track of created PRs and RFPs, and keeping track of field teams attendance records.
5. Assist the MRRM/DA Unit management including the National Officer in the overall administrative oversight of the programme activities regarding timely and accurate reporting of the activities in close coordination with the reporting and information management assistant.
6. Provide technical support to the field teams during the implementation of Direct Assistance project activities, and support their day-to-day planning, operations and reporting on field activities including assessment, distribution on regular basis. This includes conducting field visits, work closely with the field teams and provide them with guidance as needed to enhance their skills and work capacity.
7. Support the Direct Assistant Unit in planning and monitoring of procurement of direct assistance supplies in close coordination with Procurement Units such as through proper planning of timely procurement in close coordination with project manager and ensuring compliance with specifications of direct assistance supplies through conducting sample-review and inspection.
8. Act as the unit focal point for the liaison and coordination with the Directorate of Combatting Illegal Migration – DCIM representatives at each detention center (DC) and at the head quarter to facilitate  continuous and smooth operations and emergency response to migrants in Detention Centers. This includes coordination, sharing of work plans/interventions, negotiation of access, and effective follow up of the relevant activities inside DCs while providing timely feedback to the project management. In addition, support the liaison and coordination with the other governmental entities as required, including but not limited to, MoI, MoFA, MoSA, MoIDPs, municipalities, and any other relevant authorities and bodies to facilitate  smooth implementation of the Unit’s projects.
9. Contribute to collection of information on the local development on the political, social and economic developments and updates, and monitor to inform the humanitarian needs conditions and updates to support  sound and sufficient advice to the DA/MRRM unit and mitigate any arising challenges and support any urgent emergency responses.
10. Contribute to keep smooth coordination with other IOM Libya programme units, such as MHD, DTM, PXD and PDSU, and other external humanitarian stakeholders to ensure no duplicate response, and proper collaboration and planning of joint activities including distributions, assessments, and monitoring, and act as the focal point for the coordination of such joint activities i.e. anti-scabies campaigns and other relevant activities
11. Provide administrative guidance and support to the field staff
12. Keep track of the unit and field teams stocks of project supplies including food kits, Non-food-Items (NFIs), and any other supplies.
13. Support the NO and project manager on the regular monitoring and evaluation of project field activities in coordination with M&E team/unit.
14. Assist in the logistics arrangements and preparations for field distributions, assessments, monitoring visits and meetings in Tripoli or the field as required.
15. Act as a team leader for DA team, and as OiC for DA projects during the NOA absence
16. Promote and facilitate gender mainstreaming throughout activities, addressing protection, social, environmental, and ‎other relevant cross-cutting concerns.
17. Perform such other duties as may be assigned.

Education

• University degree in International Relations, or Business Administration, Management or a related field from an accredited academic institution with four  years of relevant professional experience;

Experience 

• Experience in developing and implementing communications strategies, action plans and performance   monitoring   frameworks, preferably in the field of migration.
• Experience in training or capacity enhancement activities.
• Experience in the field of migration, including operational and field experience, is an advantage.

Skills

• Good level of computer literacy.

Languages

Fluency in Arabic and English is required.

Competencies

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.

Core Competencies – behavioural indicators level 3

• 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.

If direct reports (10th row above) for SES is greater than zero, then the managerial competencies below are inserted.

Managerial Competencies – behavioural indicators level 3

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM only accepts duly completed applications submitted through the Success Factor system.

The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

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