Старший/-а асистент/-ка проекту до Міжнародної організації з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

 Position Title: Senior Project Assistant (NFI and CP Partners Contract Management)

Duty Station: Uzhhorod, Ukraine

Classification: General Service Staff, Grade G6

Type of Appointment: Special Short-Term, Nine months with the

possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 24 April 2023

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The intensity of the armed violence in Ukraine is having a severe humanitarian impact on the population. The conflict has resulted in loss of life, injuries, and mass movement of civilian population throughout the country and to neighbouring countries, as well as severe destruction and damage to civilian infrastructure and residential housing.

In summary, according to OCHA reports, with the scale and direction of the ongoing military operation, 18 million people are projected to become affected, including up to 6.7 million people projected to be newly internally displaced. Of the affected population, 12 million people are expected to need humanitarian assistance, and 6 million with the most urgent humanitarian needs – including shelter, water, sanitation, hygiene services and basic non-food items.

IOM is rapidly scaling up Non-Food Item (NFI) distribution Shelter and Water Sanitation and Hygiene (WASH) responses capacity in the country. Proposed intervention for NFI and Common Pipeline include direct and indirect responses, assessment, monitoring, procurement, transportation, warehousing, and distribution of critical relief supplies on behalf of IOM relevant program units.

Under the overall supervision of the Chief of Mission and the Programme Officer (NFI/Common Pipeline), and the direct supervision of the Project Support Officer (NFI Reporting), the successful candidate will be managing the NFI and Common Pipeline partners contract management and supporting the capacity building in compliance to IOM’s and donors’ rules and regulations to support high-quality program implementation.

Core Functions / Responsibilities:

1. Serves as focal point for providing overall coordination of NFI and Common Pipeline partners agreements and memorandum of understanding (MOUs), including consultation with partners concerning all project-related activities and reporting according to the agreement and IOM standard requirements.
2. Contributes to NFI and Common Pipeline partners selection process, which includes drafting tender procedures documents, coordinating partners’ call for expression of interest, participate in setting the selection criteria, supports the verification of application documents, and participates in the meetings of IOM Ukraine implementing partners selection committee (IPSC).
3. Prepares implementation agreements and other necessary documents related to NFI and Common Pipeline implementing partners in coordination with IOM Ukraine Finance and Legal Unit, assure that all documents are duly filled in and signed.
4. Provides support and guidance to partners on project budget preparation, reviewing requests and submitted budget draft to ensure they are in line with the intended scope and IOM requirements.
5. Maintains a database of all partners agreements, annexes, amendments, agreements renewal and reports.
6. Reviews and verifies partners’ distribution reports, provides relevant feedback and coordinates the reports approval to finance unit for payments. Tracks the payment schedules and communicates on progress and/or delays.
7. Ensures the overall quality of each distribution documentation, in English and Ukrainian, and for the timely submission of all relevant report documents.
8. Supports in drafting and/or updating templates, instructions, workflows, draft agreements, and other documents related to the partners’ cooperation.
9. In coordination with NFI Supplies management focal point, coordinates the timely delivery of items to partners’ warehouses and/or distribution locations
10. Refers to Project Support Officer (NFI Reporting) as needed to revise and update the database, including submission of requests, budget, and agreement amendments.
11. In cooperation with NFI Officers and Programme Officer, supports to organize and contributes to the regular implementing partners capacity building sessions on NFI assistances in adherence of IOM policy and regulation and humanitarian principles. The capacity-building sessions include as well relevant training and/or workshops.
12. On requests from NFI Officers, communicates to partners on the planned post distribution monitoring exercises and shares relevant information on such activities.
13. Produces quality regular updates on partners distribution progress updates, partners performance evaluation and/or any other required information related to coordination with partners.
14. Inform NFI Officers of any emerging issues relating to partners NFI responses.
15. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Political science, International Relations or a related field from an accredited academic institution with four years of relevant professional experience; or
• High Scholl Diploma/Certificate in the above fields with six years of relevant professional experience.

Experience

• Experience in liaison with different stakeholders including non-governmental organizations, international organization; local authorities.
• Experience in coordination activities of implementing partners in humanitarian sector is a must;
• Background in project budgeting is desirable.
• Experience in operational activities in a complex humanitarian crisis or emergency area
• Experience in NFI Common Pipeline programming in emergency humanitarian response is an advantage.

Experience in emergency, project implementation and management including project monitoring, distribution, field assessment, monitoring and reporting.

• Excellent communication skills, ability to coordinate and corresponds in a clear and concise manner.
• Ability to complete tasks in a timely and accurate manner.
• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.
• Good level of computer literacy, including EXCEL, MS WORD, MS TEAMS, OUTLOOK, Power BI, etc.
• Required high attention to details.
• Strong reporting and database experience required, preferably with Microsoft Office;
• Good knowledge in project management and budgeting process

Languages

Fluency in English and Ukrainian (oral and written).

The incumbent is expected to demonstrate the following values and competencies:

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 2

• 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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form   and sending by 24 April 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 14.04.2023 to 24.04.2023

2023-04-14T16:23:02.000 2023-04-24T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна Міжнародна організація з міграції / МОМ