Senior Program Assistant

Context:
Under the general guidance of the Chief of Mission (CoM), the overall supervision of the Head, Community Stabilization Unit and the direct supervision of the Senior Program Coordinator, the incumbent will be responsible for the planning, implementation, and monitoring of IOM community stabilization activities in Iraq.

Core Functions / Responsibilities:
1. Provide direct supervision and remotely managing all CSU operational staff in the area of intervention, reporting any substantiated staff performance concerns and recommendations for improvement or corrective action to the National Operations officer
2. Act as the unit’s primary focal point for the organization of conferences, trainings, workshops, and events, working closely with logistics and finance to ensure that programme requirements are met.
3. Keeps staff members informed of directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the National operation officer’s attention
4. Supervise Office Assistants to ensure that they carry out their duties properly and guide and advise them accordingly in the day-to-day administrative activities
5. Monitoring budget/work programme with respect to various budgets, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
IOM is committed to a diverse and inclusive environment. Aapplications 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, internal candidates are considered as first-tier candidates.
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6. Take a leading role in initiating and following up on IOM and third-party contracts, working closely with IOM Iraq HR and Stars Orbit colleagues, and in following up to ensure the accurate and timely payment of consultants
7. Provide information and clarification to national team members on office management and propose improvements to administrative procedures.
8. Support the tracking of and follow up on project commitments and expenditures and summarize the financial status of projects withing the Uni.
9. Organize and keep project files and documents in an established filing system.
10. Take the lead in drafting Notes for File (NFF), meeting minutes, and other documents and reports.
11. Ensure coordination with Procurement and Logistics department regarding the validity of lease agreements required for the Unit’s running of activities in the field.
12. Draft and translate correspondence and other materials from Arabic into English and vice- versa, Kurdish into English and vice-versa, as needed.
13. Identify bottlenecks in project implementation and work with the National Operations Officer, Programme Coordinator(s), IOM support units, and relevant Heads of Sub-Office to identify viable solutions.
14. Ensure information sharing, coordination, and communication within the team and with other teams
15. Perform any other duties and functions as assigned.

Context:
Under the general guidance of the Chief of Mission (CoM), the overall supervision of the Head, Community Stabilization Unit and the direct supervision of the Senior Program Coordinator, the incumbent will be responsible for the planning, implementation, and monitoring of IOM community stabilization activities in Iraq.

Core Functions / Responsibilities:
1. Provide direct supervision and remotely managing all CSU operational staff in the area of intervention, reporting any substantiated staff performance concerns and recommendations for improvement or corrective action to the National Operations officer
2. Act as the unit’s primary focal point for the organization of conferences, trainings, workshops, and events, working closely with logistics and finance to ensure that programme requirements are met.
3. Keeps staff members informed of directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the National operation officer’s attention
4. Supervise Office Assistants to ensure that they carry out their duties properly and guide and advise them accordingly in the day-to-day administrative activities
5. Monitoring budget/work programme with respect to various budgets, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
IOM is committed to a diverse and inclusive environment. Aapplications 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, internal candidates are considered as first-tier candidates.
Page 2 / 4
6. Take a leading role in initiating and following up on IOM and third-party contracts, working closely with IOM Iraq HR and Stars Orbit colleagues, and in following up to ensure the accurate and timely payment of consultants
7. Provide information and clarification to national team members on office management and propose improvements to administrative procedures.
8. Support the tracking of and follow up on project commitments and expenditures and summarize the financial status of projects withing the Uni.
9. Organize and keep project files and documents in an established filing system.
10. Take the lead in drafting Notes for File (NFF), meeting minutes, and other documents and reports.
11. Ensure coordination with Procurement and Logistics department regarding the validity of lease agreements required for the Unit’s running of activities in the field.
12. Draft and translate correspondence and other materials from Arabic into English and vice- versa, Kurdish into English and vice-versa, as needed.
13. Identify bottlenecks in project implementation and work with the National Operations Officer, Programme Coordinator(s), IOM support units, and relevant Heads of Sub-Office to identify viable solutions.
14. Ensure information sharing, coordination, and communication within the team and with other teams
15. Perform any other duties and functions as assigned.

Education
• Bachelor’s degree in business, Administration from an accredited academic university or institute with 5 years experience in the related field
• High school degree in the above fields or related field from an accredited academic institution with 7 years of relevant professional experience

Experience
Minimum 5 years experiences in the related field.
Previous experiences in logistics and administration, and/or community stabilizations programs is an advantage.
Experience in communicating and working with a wide range of people, including people of culturally diverse backgrounds.

Skills
• Work prioritization and ability to multitask under tight deadlines
• Strong organizational and administrative skills;
• Ability to work well in a team environment as well as independently.
• interpersonal skills to effectively interact with all levels of staff, international personnel and consultants, political actors, and NGO community;

Languages
• Fluency in English
• Arabic
• Kurdish

Required Competencies
The incumbent 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: 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 1,2, or 3 (depending on grade)
• 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.
If direct reports (10th row above) for SES is greater than zero, then the managerial competencies below are inserted.
Managerial Competencies – behavioural indicators level 2 or 3 (depending on grade)
• 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 & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM IN/234 – Policy and Procedures for Preventing and Responding to Sexual Exploitation and Abuse
IOM has a policy of zero tolerance of sexual exploitation and abuse (SEA) by IOM staff members and the employees or any other persons engaged and controlled by IOM Contractors. The staff members and all contract type holders shall protect against and prevent 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 a link:

https://iraq.iom.int/jobs/senior-program-assistant

For an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted.