Programme Assistant (Admin)

[Erbil,Iraq ]

Context/Reporting line:
Under the general guidance of the Head, Preparedness and Response Unit, the overall supervision of the
Program Officer and the direct supervision of the Senior Program Assistant “Humanitarian Access Focal
Point”, the Program Assistant will perform the following duties:
Core Functions / Responsibilities
1. Support in establishing and maintaining documents and information flow with key government access
counterparts.
2. Draft routine correspondences, letters, reports, memoranda, as well as access documents and forms
related to IOM administrative matters.
3. Identify and highlight needs for improvements/adjustments in Access Unit workflow and process.
4. Assist in providing training and guidance related to the access procedures to new and junior staff.
5. Draft minutes of meetings and other written materials/documents related to the Access Unit.
6. Liaise with other IOM staff members on administration, finance, logistics, and operational matters in
support of unit activities.
7. Collect incident reports related to the movement of staff and goods.
8. Draft and support with informal translations of correspondence and other materials from English to
Arabic/Kurdish and vice versa.
9. Ensure record keeping and maintenance of all relevant correspondences. Create and maintain filing
and reference system.
10. Implement IOM activities in a participatory, culturally- and gender-sensitive manner.
11. Monitor and track movements of staff and trucks.
12. Travel on duty in Iraq, based on the needs of the program.
13. Perform such other duties as may be assigned.

Context/Reporting line:
Under the general guidance of the Head, Preparedness and Response Unit, the overall supervision of the
Program Officer and the direct supervision of the Senior Program Assistant “Humanitarian Access Focal
Point”, the Program Assistant will perform the following duties:
Core Functions / Responsibilities
1. Support in establishing and maintaining documents and information flow with key government access
counterparts.
2. Draft routine correspondences, letters, reports, memoranda, as well as access documents and forms
related to IOM administrative matters.
3. Identify and highlight needs for improvements/adjustments in Access Unit workflow and process.
4. Assist in providing training and guidance related to the access procedures to new and junior staff.
5. Draft minutes of meetings and other written materials/documents related to the Access Unit.
6. Liaise with other IOM staff members on administration, finance, logistics, and operational matters in
support of unit activities.
7. Collect incident reports related to the movement of staff and goods.
8. Draft and support with informal translations of correspondence and other materials from English to
Arabic/Kurdish and vice versa.
9. Ensure record keeping and maintenance of all relevant correspondences. Create and maintain filing
and reference system.
10. Implement IOM activities in a participatory, culturally- and gender-sensitive manner.
11. Monitor and track movements of staff and trucks.
12. Travel on duty in Iraq, based on the needs of the program.
13. Perform such other duties as may be assigned.

Education:
 Bachelor’s degree in Administration or Public Relations from an accredited academic university
or institute.
IOM is committed to a diverse and inclusive environment. Applications from qualified female
candidates are especially encouraged, as well as the internal and external candidates are eligible to
apply to this vacancy. For the purpose of the vacancy, the internal candidates are considered as
first-tier candidates.
Experience and Skills:
 At least 2 years of relevant work experience.
 Knowledge of counterparts required for access.
 Experience in meeting planning, meeting minutes’ recording.
 Knowledge about travel arrangements.
 Experience in liaison with executive and senior program assistants to handle requests and queries
from senior managers.
 Previous working experience with NGOs, international organizations.
 Working knowledge of office equipment, like printers.
 Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
 Excellent time management skills and the ability to prioritize work.
 Attention to detail and problem-solving skills.
 Excellent written and verbal communication skills.
 Strong organizational skills with the ability to multi-task.
Languages:
 Fluency in English, Kurdish and Arabic is required.
Behavioral Competencies
 Work prioritization and ability to multitask.
 Shares knowledge and experience.
 Positive, constructive attitude.
 Ability to work and act under pressure with discretion in politically sensitive environment with a
minimum of comfort.
 Responds positively to critical feedback and differing points of view.
 Ready to work independently, under tight deadlines.
 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 Ability to work in a multi-cultural team environment with a positive attitude.
 Highest standards of integrity, discretion and loyalty.
 Strives for supportive working environment and positive working relationship.
 Creates a respectful office environment free of harassment, retaliation, and promotes the prevention of
sexual exploitation and abuse (PSEA).

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.
Interested candidates are invited to submit their applications via this link:
https://jobs.my-soc.org/apply/20210930203940/yMVA7NQ2jp8h1BGEd9SnaU6eH 
In order for an application to be considered valid, IOM only accepts online profiles duly completed. Only
shortlisted candidates will be contacted.