Project Officer (Project Management)

Vacancy Notice

Open to Internal and External Candidates

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to many thousands of individuals each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s global support to all resettlement programs

Under the United States Refugee Admissions Program (USRAP), Resettlement Support Centers (RSCs) provide critical support and processing services for resettlement to the US. As part of a Memo of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages several RSCs which prepare applications for adjudication by and provide support to visiting US Citizenship and Immigration Services (USCIS) Officers, facilitate security and medical screenings, provide information about arriving individuals to resettlement agencies in the US and offer Cultural Orientation training to individuals departing for the US.

Under the overall supervision of the Chief of Mission and direct supervision of the Project Manager of RSC , the successful candidate will be based in Amman, Jordan and will have the following project management duties and responsibilities in the areas of project support, budget support, reporting, public 2 affairs, event coordination, interpretation management and resources management coordination.

Core Functions / Responsibilities:

1. Support the Project Manager in project development, implementation and reporting activities, including providing inputs for budgets and project proposals and reviewing and updating USRAP-specific policies in coordination with USRAP and Country Office management.
2. When requested, assist the Project Manager in monitoring spending across the project region, and flagging areas of under or overspending to Project Management.
3. Coordinate report drafting and informational materials, including flash reports, updates, surveys, bulletins, factsheets, and dashboards addressing a wide variety of USRAP-related topics. Facilitate collaboration and revision processes to produce high quality, timely, topical, and polished pieces that integrate relevant IOM approaches, policies, and guidelines. Support the production of materials with data visualizations and formatting and, where relevant, work with a designer and/or communications specialist to ensure materials are in line with Organizational branding and professional standards.
4. Oversee the organization of a wide range of events, including meetings and activities, Country Office-level events, town halls and high-level visits. Manage the production of event-related outputs, including briefs, meeting agendas and minutes, reports, fact sheets, and presentations. Provide coordination support for management and staff visits to other entities and IOM missions, including preparing visit agendas, scheduling appointments, and maintaining relevant correspondence. Where relevant, liaise between Project Managers and with other Project Officers (Project Management) on cross-departmental meetings.
5. Oversee the identification, recruitment, and training of interpreters for USRAP activities. Maintain a roster of Interpreters with the languages, citizenship, recommendations on further engagement with USRAP and assist with bringing them on board as required for these Country Offices.
6. Coordinate between Management, the Resources Management Unit(s) (RMU) in the relevant Country Offices in the Region, and other relevant entities to ensure the project is observant of financial, administrative and procurement requirements in line with IOM rules and regulations and that all resources management needs are being met within the project. Ensure procurement-related work is organized efficiently and on time through the preparation and monitoring of Quarterly Procurement Plans.
7. Oversee staff focused on project management support duties in the areas of project support, reporting, interpretation management and resource management coordination. Hire staff, provide training, technical assistance, and information on changes to workflows and procedures, assign duties, and give feedback on performance on a regular basis to ensure high quality work and accurate completion of duties.
8. Help identify knowledge gaps and recommend opportunities for the expansion of data collection activities that will contribute to future reports and informational materials.
9. Oversee the periodic review and update of internal USRAP project administrative workflows and organizational charts to continually track and streamline procedures.
10. When required, liaise with the USRAP HR Business Partner in IOM USRAP Washington, D.C. and HR units in various Country Offices in the Region regarding the background check process for new and current staff. Alert the Project Manager of any process issues.
11. Maintain and ensure the confidentiality and integrity of all USRAP project-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert Project Manager or the Senior Project Coordinator (PDA) of any non-compliance to SOPs or codes of conduct.
12. Perform such other duties as may be assigned.

Education & Experience:

• Master’s degree in Social Science, International Relations, Regional Studies or a related field from an accredited academic institution with two years of relevant professional experience OR bachelor’s degree in the above mentioned fields with four years of relevant professional experience.
• Experience in USRAP, particularly in processing or movement operations activities, such as field support, movements, data processing, employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is essential.
• Knowledge of USRAP program implementation and familiarity with IOM's administrative, financial and business rules and practices is desirable.
• Strong written and verbal communication skills and ability to effectively communicate with and lead a team.
• Demonstrated proficiency with START is an advantage; and,
• Excellent computer skills and a high level of proficiency in spreadsheet and database applications.

Skills & Technical:

• Takes responsibility and manages constructive criticism.
• Works effectively with all clients and stakeholders.
• Promotes continuous learning; communicates clearly.
• Takes initiative and drives high levels of performance management.
• Plans work, anticipates risks, and sets goals within area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation.
• Displays awareness of relevant technological solutions.
• Works with internal and external stakeholders to meet resource needs of IOM.
• Delivers set objectives in hardship situations.
• Effectively coordinates actions with other implementing partners.
• Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives.

Languages:

• Thorough knowledge of English and Arabic

Required Competencies

Values:

• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 – behavioral 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 vacancy notice is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.

How to apply:

• Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to [email protected] by 15 March 2023, their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number JOR/014/2023 as mentioned in the subject line. Any application without this information in the subject line will be excluded from the applications.

• Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN# JOR/014/2023.

• Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website by 15 March 2023 at the latest, referring to this advertisement and VN# JOR/014/2023, Akhtaboot #155800, for an application to be considered valid. IOM only accepts online profiles duly completed in Akhtaboot website for External Candidates.

Only shortlisted candidates will be contacted.

Posting period:

From 1 March 2023 – 15 March 2023

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