P&P Program Assistant (2 positions), IOM Moldova

CALL FOR APPLICATIONS

Open to Internal and External Candidates

 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:

Following the launch of military operations across Ukrainian territory on 24 February 2022, substantive flows and displacements across Ukraine and toward neighbouring countries have been reported countries in the following days. As response to the Ukrainian crisis, IOM Chisinau has increased operational activities which requires additional administrative staff.

Under the overall supervision of the Prevention and Protection Programme Coordinator and direct supervision of the Project Coordinator the incumbent will be acting as Prevention and Protection Programme assistant and will have the following duties and responsibilities in the framework of the Prevention and Protection Programme (P&P) projects implemented:

Core Functions / Responsibilities:

1. Contribute for the projects cycle implementation by:
   • facilitating to development of concepts and proposals;
   • assisting in projects’ budget preparation and revisions in close coordination with Financial/Administrative colleagues;
   • assisting in preparation of the relevant donor reports; preparing briefing notes for the events and activities of the projects;
   • assisting in project monitoring and evaluation.
2. Assist in work with partner-contractors under the projects:
   • Helping contractors (e.g. NGOs) in narrative and financial reports preparation and review, analyzing their proposals and concepts.
3. Assist in work with suppliers, like:
   • booking of spaces and catering for events;
   • searching for suppliers of promotion materials, experts or companies for production, research, specific services or other relevant suppliers.
4. Assist in drafting and negotiating contracts with vendors, suppliers and other partners; for consultants, trainers, and other related actors within the P&P team activities in coordination with relevant staff and in consultation and coordination with Administrative Officer.
5. Assist the P&P team in the organization and providing logistics of technical meetings with contractors, stakeholders, trainings, and events; collecting and where relevant storage of lists of required documentations including for contracts of consultants, invoices, hand-over acts, lists of participants of various events.
6. Liaise with P&P Programme staff regarding procurement and service requests and requirements, in order to ensure timely implementation of program activities. Prepare purchase requisitions and payment requests to ensure timely implementation of program activities.
7. Bring to the attention of the relevant P&P staff any administrative issues; provide day-to day administrative and logistical support to P&P Department staff in the course of program implementation.
8. Assist in proper filing and keeping of documents for the projects in electronic and hard format. Establish and maintain P&P program filing system.
9. Assist in data collection and analysis
10. Performing translation of documents from English into Romanian/Russian and vice versa;
11. Suggest improvements to internal control and streamlining/efficiencies.
12. Perform such other duties as may be assigned

Required Qualifications and Experience

Education

• Bachelor’s degree in Socio-Human Sciences, Sociology, Psychology, Public Administration or related field with three years of relevant professional experience;

Or,

• High School diploma with five years of relevant experience.

Experience

• Theoretical and practical knowledge in the field of assistance for vulnerable population, namely:

- to know the related legal and regulatory framework;

- to know the spectrum of services (and the existing gaps) available to vulnerable population.

• Experience in drafting reports and briefing notes for officials in governmental institutions or intergovernmental organizations.

• Experience and knowledge of protection standards applicable to migrants and refugees.

Skills

• Excellent communication and negotiation skills, personal commitment, efficiency and flexibility.
• Ability to work with minimal supervision and difficult conditions.

• Good knowledge of Word, Excel.

Languages

Fluency in English, Romanian and Russian is required. Knowledge of Ukrainian, is an advantage.

Required Competencies

The successful candidate 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 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 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 special vacancy notice is subject to funding confirmation.

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

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 applicants are invited to send the CV and cover letter in English to: hrchisinau@iom.md cc: rursu@iom.int   

Please, indicate the position you are applying for and reference code in the subject line of your message.

Closing date for applications is 11 May 2022, however interested candidates are strongly encouraged to apply sooner.

In order for an application to be considered valid, IOM only accepts the applications duly completed.

Only shortlisted candidates will be contacted.

Posting period:

From 04.05.2022 to 11.05.2022