Project Assistant

Position Title: Project Assistant

Duty Station: HCMC, Vietnam

Classification: General Service, Grade 5 (UN salary scale)

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: January 28, 2022

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.

IOM is committed to a diverse and inclusive environment. Applications are welcome from first-and second-tier candidates. For the purpose of this vacancy, the internal candidates are considered first-tier candidates. Internal candidates on regular or fixed-term contracts should meet the minimum of time in post requirement of eighteen months or more at the time of the closing of the VN. The minimum time in post requirement will be reduced to six months or more for those with short-term contracts.

CONTEXT:

IOM's Corporate Responsibility in Eliminating Slavery and Trafficking (CREST) is a regional partnership initiative that aims to realize the potential of business to uphold the human and labour rights of migrant workers in their operations and supply chains. The programme aims to enable business and regional actors to increasingly respect and promote the human and labour rights of women and men migrant workers in key industries and supply chains in Asia. Under the overall supervision of the CREST Project Manager, and the direct supervision of the Project Officer in Ho Chi Minh City, the Project Assistant will assist in the implementation of IOM projects under the IOM CREST programme. Current and potentially future projects are related to labour migration, business and human rights, and private sector engagement.

CORE FUNCTIONS/RESPONSIBILITIES:

Support the implementation of IOM CREST activities under direct coordination of the supervisor, including coordination of day-to-day activities and administrative processes; report regularly on the challenges and progress towards realization of activities; suggest adjustments to the plan of activities as appropriate to meet changing needs and requirements;
Assist in provision of administrative and logistical support required for the IOM CREST programme and other related labour migration projects, including but not limited to drafting meeting agendas, taking meeting notes and drafting meeting minutes, and conduct informal translations;
Assist in planning, coordination and arrangements for conducting the related projects events (virtual, hybrid and in-person) including workshops, seminars, conferences, trainings, meetings, presentations;
Manage the CREST programme’s e-filing system on SharePoint to facilitate effective use as well as confidentiality (where relevant) of data;
Ensure the timeliness and quality of project data entered into the IOM’s Project Information and Management Application (PRIMA);
In coordination with IOM Procurement, Administrative and Human Resources Unit, assist the procurement of goods and services for projects, which includes the contracting of and the financial settlement for vendors, consultants, service providers and implementing partners;
Support with other project activities including: Conducting desk research to collect inputs for the drafting of concept notes and project proposals to private sector partners as well as other institutional donors; Liaison with internal and external stakeholders to ensure timely progress of activities; Contributing to internal and external IOM CREST communication and visibility efforts in alignment with planned project deliverables;
Undertake duty travel for project events including trainings, workshops, conferences, meetings, and presentations as required;
Perform other related duties as may be assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

Education:

The candidate should have at least:

Degree in International Studies, Public Administration, Business Administration, or a related field from an accredited academic institution with at least three years of relevant professional experience;

High School Degree/Certificate from an accredited academic institution in International Studies, Public Administration, Business Administration, or a related field from an accredited academic institution with minimum five years of relevant professional experience.

Essential:

Experience in providing administrative and logistical assistance for development projects;
Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities;
Good communication, facilitation, presentation and critical thinking skills;
Demonstrated proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and SharePoint.

Desirable:

Good understanding of any of these themes: labour migration, business and human rights, corporate social responsibility, trafficking in persons, and forced labour;
Familiarity with UN system is an asset.

Languages:

Strong communication and facilitation skills in English and Vietnamese languages.

REQUIRED COMPETENCIES:

The incumbent is expected to demonstrate the following values and competencies:

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

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.

Only candidates residing in the country will be considered. A prerequisite for taking up the position is legal residency and work permit, as applicable.

HOW TO APPLY:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at Careers | IOM Viet Nam.

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM SubOffice in Ho Chi Minh City at 1B Pham Ngoc Thach, District 1, or submitted electronically to hcmc@iom.int

Posting period: From 14.01.2022 to 28.01.2022