Project Assistant

Context:

Under the overall direction of Chief of Mission, supervision of the Head of Partnerships and Projects, and direct supervision of the Counter Trafficking National Programme Officer, the Project Assistant will provide administrative and financial support in the implementation of projects in the field of counter trafficking. S/he will be responsible for administration, supporting implementation, monitoring and reporting of the project activities in accordance with IOM guidelines and is expected to also make contribution to compiling data and research to support new project ideas and to the visibility of IOM’s work. Current project includes activities related to counter trafficking, behaviour change communication, livelihood and reintegration support.

Core Functions / Responsibilities:

Project planning, implementation, monitoring, and evaluation:

  • Maintain and provide administrative and logistical support required for the related projects, including but not limited to drafting meeting notes, preparing, and finalizing financial and administrative documents according to IOM’s processes, such as pay-lists, requests for payment, purchase requests, preparing and submitting duty travel authorization requests etc.
  • Assist in planning, coordination and arrangements for conducting the related projects events (virtual, hybrid and in-person) including workshops, seminars, conferences, trainings, meetings, presentations, including participants’ travel and hotel arrangements and trip itineraries where necessary.
  • In liaison 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 Project Officers to monitor the overall implementation of project activities, and compiles statistics and analysis for the quarterly reporting.
  • Contribute to the drafting of periodic reporting narratives through coordinating with Government and implementing partners for inputs and data, including visibility materials, communication, and media materials.

Relations internal and external counterparts:

  • Support the liaison with Government and implementing partners for inputs to reports, visibility materials, communication, and media materials as applicable.
  • Support capacity building and training initiatives in areas of counter trafficking with Government and implementing partners.

Data management:

  • Collect and manage data on project implementation progress on a periodical basis following the project results matrix and other agreed internal monitoring tools and as assigned.
  • Provide support in compiling data and research, desk review to support new project concept notes and proposals and donor information requests, assist with the relevant drafting as required.
  • Facilitate the work of consultants through administrative coordination.

Other:

  • Travel on field work trips (TDYs) for monitoring, conferences, meetings, and presentations in provinces
  • Draft talking points,speeches and undertake informal translations and/or interpretation upon request.
  • Perform other related duties as may be assigned

Required Qualifications and Experience

Education

  • Bachelors’ degree or higher in Social Sciences, Humanitarian Affairs, International Studies, Political Science, Law, Human Rights, Development Studies, or a related field from an accredited academic institution with at least three years of relevant professional experience
  • Or High School Degree/Certificate from an accredited academic institution in above fields with minimum five years of relevant professional experience.

Experience

  • Experience in projects management support and implementation, monitoring and evaluation;
  • Experience in liaising with governmental authorities, other national/international institutions and NGOs, as well as in the region;
  • Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities;
  • Good understanding of migrant rights and vulnerability, counter trafficking in persons, and voluntary return and reintegration and counter migrant smuggling;
  • Understanding the issue of Vietnamese VoTs and migrants in vulnerable situations in relation to the UK and Europe and from a country-of-origin perspective can be an advantage;

Skills

  • Good spoken and written communication skills.
  • Good listener and be able to communicate the needs and expectations of both the organization and its employees.
  • Good financial management skills.
  • Be able to maintain constant interaction with all personnel.
  • Be able to maintain a positive demeanor even in difficult situations.
  • Skills to deal with confidential information.
  • Good organizational skills.
  • Excellent time management skills.
  • Excellent computer skills, especially in Microsoft applications, including Excel, Word, PowerPoint, SharePoint.
  • Knowledge on gender mainstreaming, especially with in cross-cutting issues with migration.

Languages

  • Fluency in English and Vietnamese is required.
  • Working knowledge of other UN official languages is an advantage.

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: 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.

How to apply:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at https://vietnam.iom.int/vi

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office in Hanoi at 304 Kim Ma, Ba Dinh dist, Ha Noi or submitted electronically to hanoi@iom.int referring to this Vacancy Notice’s Position Title.

Posting period: From 07.04.2022 to 24.04.2022

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