Senior Project Assistant, (Project Management- Cultural Orientation)

Re-advertised 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 tens of thousands of refugees 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.

Context:

Under the United States Refugee Admissions Program (USRAP), the Resettlement Support Center (RSC) provides critical support and processing services for resettlement to the US. As part of an MOU between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the RSC for the Middle East and North Africa (MENA) region. RSC MENA prepares refugee applications for adjudication by and provides support to visiting US Citizenship and Immigration Services (USCIS) Officers, facilitates security and medical screenings, provides information about arriving refugees to resettlement agencies in the US and offers Cultural Orientation (CO) training to refugees departing for the US.

IOM Cultural Orientation unit offers Cultural Orientation training to individuals resettling to Australia, the United Kingdom, Switzerland, Italy, France, Spain, Germany and a few other European countries in the MENA region.

Under the direct supervision of the Project Coordinator, Cultural Orientation, the Senior Project Assistant will provide overall support to the Cultural Orientation unit and will be responsible for the following functions:

Core Functions / Responsibilities:

1. Organize the activities of the Project Management in the Cultural Orientation unit including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for the managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances.
2. When required and in close coordination with the Project Coordinator, Cultural Orientation 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.
3. Assist in the management of information, including, where relevant: maintaining a phone number, extension and office number database; maintaining a staff database; updating the staff organizational chart with pillar, unit, title and reporting lines; regularly monitoring staffing data to ensure adherence to job architectures; ensuring the relevant server drives are organized and contain updated Standard Operating Procedures (SOPs), reports and other important documents; and assisting with SharePoint updates and management.
4. Provide liaison and coordination support for all logistical and administrative matters between visitors and responsible IOM Jordan units and staff, including support in requesting visas, transportation, hotel arrangements and office working space.
5. Provide liaison support to the managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the media.
6. Assist with communication between the Project Coordinator, CO, project managers and other units of the IOM Jordan mission as required, including distributing and/or relaying messages from the Project Management unit to/from mission staff.
7. Assist in coordination with the IOM Jordan logistics and procurement team, as well as with other entities such as security colleagues, building management and external service providers, in relation to purchase orders, facility requirements, the construction of new office sites and moves.
8. In coordination with the Project Coordinator, Cultural Orientation, assist with liaison with IOM Jordan HR team members 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 CO staff members. Communicate with the HR team as needed to clarify questions from the managers.
9. Assist in organizing 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 mission, and liaising with government and facility officials as needed.
10. As needed, participate in relevant internal and external events related to project activities, including seminars, workshops, meetings and conferences, and represent the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when requested.
11. 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.
12. 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.
13. Perform such other duties as may be assigned.

Education & Experience:

• University degree in Political or Social Sciences, Education or a related field from an accredited academic institution with minimum (4) four years of relevant professional experience; or 
• Completed High school diploma with minimum (6) six years of relevant professional experience
• Strong interpersonal and communication skills
• Ability to use own initiative and work under pressure with minimum supervision

Skills: 

• Excellent computer skills – Word, Excel and Internet
• Attention to detail and ability to organize
• Self-motivated and objective driven

Language:

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 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 – 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

Managerial Competencies – behavioral indicators level 2

• 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 and building trust creates an atmosphere of trust and enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicate a clear strategic direction.

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 need to submit their application plus a motivation letter, updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal through this form: Application Form
• Interested External Candidates are invited to submit their applications plus a cover letter via Akhtaboot website, as per above mentioned date at the latest, referring to this advertisement and VN / Akhtaboot number # 157180

Only Shortlisted Candidates will be contacted.

Posting period:

From 05 June 2023 – 11 June 2023

No Fees:

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

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