The International Organization for Migration (IOM) – 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.
We are recruiting to fill the position below:
Job Title: National Programme Support Officer (IBM)
SVN No. : SVN2020.006
Location: Abuja
Organizational Unit: Immigration and Border Management (IBM)
IOM Classification: NOA
Type of Appointment: One Year Fixed Term with possibility of extension
Estimated Start Date : As soon as possible
Context
Under the overall supervision of the Chief of Mission and the direct supervision of the Senior Programme Manager (IBM), the successful candidate will be required to work as a member of a team of IBM staff towards the successful implementation of IOM IBM related projects in the country. In particular, s/he will;
Core Functions / Responsibilities
Implementation, Procedures, Monitoring and Reporting:
- Support in the coordination of all IBM projects.
- Provide administrative support to IBM projects that focus on Migration Information and Data Analysis System (MIDAS) and other related deployments, including installations, training and monitoring project staff applying quality control to all aspects of the various projects’ implementation, and preparing regular implementation, progress, budgetary expenditure, donor and other required reports in accordance with the Organization’s procedures and regulations.
- Participate in the review of national project proposals for submission to specific donors in utilizing and advancing Border Management Information Systems in Nigeria, standardized capacity building approaches, data collection, storage and management, geared towards building a border data system architecture that operates on real time data exchange.
- Coordinate and liaise with IBM colleagues on the progress of projects implementation.
- Maintain up-to-date knowledge of all IOM IBM projects in Nigeria and manage information flows.
- Assist in tracking project objectives, outputs and indicators committed.
- Draft reports (regular updates, briefings, etc.) of project activities as requested by the Senior Programme Manager, checking that they are appropriate to the target and location as indicated in the proposal and also ensure timely programmatic support to installation of equipment.
- Draft accurate and concise input for success stories.
- Assist the Senior Programme Manager in monitoring the financial management of all IBM projects.
- Participate in conferences, seminars, workshops and meetings related to the thematic area of expertise, organize and conduct briefings particularly in connection with project development and maximizing project performance levels.
- Maintain and coordinate records of projects files and documents related to Procurement, HR and Finance.
Management, Finance and Procurement:
- Forecast cash flows according to activities in the Project and ensure daily control of funds disbursed; ensure funding is received in accordance with the donor agreement.
- Monitor budget control and analyse variances between the project budget and actual expenditures.
- Assist and create projects on PRIMA.
- Make recommendations on procedural improvements and assist in training project staff in the relevant areas of administration and finance. Facilitate and support knowledge building and sharing in IOM’s policies and procedures.
- Assist in Prepare all internal and donor financial reports for IBM in accordance with IOM regulations and established procedures, and in compliance with donor requirements.
- Monitor stock levels of IOM prepositioned IBM equipment to ensure they are correctly installed in the correct location.
- Liaise with IOM Procurement and Logistics unit for the follow up of the procurement of IBM equipment and the delivery in a timely manner.
- General operations troubleshooting and contribute to problem solving.
- Monitoring of project budget and financial expenditures and all administrative procedures in line with the workplan, alert Senior Programme Manager on shortfalls and over-expenditures.
- Review advance and Liquidation requests and initiate corrective action where necessary.
- Provide management support and information operations of the IBM Unit.
Stakeholder Management, Coordination and Liaison:
- Support the coordination and management of communications.
- Participate in meetings with UN agencies, NGO’s and other Stakeholders as required.
General Duties:
- Perform such other duties as may be assigned.
Required Qualifications and Experience
- Master’s degree in Finance, Business Administration or a related field from an accredited academic institution with two years of relevant professional experience; or – University degree in the above fields with four years of relevant professional experience. – Experience in field operations required; – Experience in project implementation and management experience, including project monitoring and reporting an advantage;
- Languages Fluency in English and multiple Native languages
Required Competencies
Behavioural:
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: 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 Competencies1 – behavioural 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 an 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 communicates a clear strategic direction.
Other:
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Job Title: Executive Assistant
SVN No. : SVN2020.005
Location: Abuja
Organizational Unit: Chief of Mission Office
IOM Classification: G7
Type of Appointment: Special Short-Term (SST) 6 months with possibility of extension
Estimated Start Date: As soon as possible
Context
Under the overall supervision of the Regional Director (RD) and direct supervision of the Chief of Mission (COM), the Administrative Assistant, within delegated authority will ensure effective and efficient functioning of the Chief of Mission’s office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. In particular, he/she will undertake the below tasks:
Core Functions / Responsibilities
- Manages the daily operation of the Chief of Mission’s office by:
- Facilitating timely flow of documents/communication/messages to and from the Chief of Mission; receive all incomings addressed to the Chief of Mission’s Office; managing the time of the Chief of Mission including establishing/arranging appointments, maintaining Chief of Mission’s calendar, receiving and directing visitors, placing and screening calls and answering queries; making contacts with embassies, UN agencies, international institutions, government offices, and Regional Offices;
- Handling and maintaining policy, confidential and general management files including all correspondences;
- Drawing Chief of Mission’s attention to important, sensitive and time-bound information;
- Following up implementation of assignments from the Chief of Mission to staff;
- Establishing and maintaining a document/work assignment tracking system including receiving, screening, logging and routing as well as maintaining a system for follow-up and retrieval;
- Maintaining chronological file on all outgoing and incoming correspondences;
- Making travel arrangements for the Chief of Mission including travel itinerary, booking, logistical requirements, visa, all protocol and other administrative matters;
- Maintaining regular contacts with Chief of Mission while on missions;
- When nature of correspondence is urgent and important, bring to the attention of the Chief of Mission immediately, sometimes calling him/her from a meeting, while on mission by phone wherever he/she may be when absent from duty station;
- In his/her absence, ensure that such correspondence is brought to the attention of responsible officials and take appropriate follow-up action;
- Updating mailing list and other relevant contacts;
- Checking and clearing for format presentation and accuracy all outgoing correspondences submitted for the Chief of Mission’s signature;
- Monitoring all out-going calls made by staff in the Office of the Chief of Mission/consultants including maintaining proper records and submitting reports as needed
- Provides secretarial and document processing services by:
- Drafting, at the request of the Chief of Mission, routine correspondences like letters, memos, note Verbal’s etc.
- Dispatching all outgoing mails
- Providing background materials and information and propose solutions to queries from within and outside the Office d) Assisting in the preparation and servicing of conferences/workshops/meetings by: (i) establishing contact with the invitees; (ii) following-up on the invitation letters; (iii) ensuring preparation and distribution of documents, etc. e) Participating in the organization and preparation of staff meetings
- Preparing and updating proposed calendar of conferences, meetings, seminars and workshops of the Chief of Mission.
- Carries out any other functions by:
- Assisting any staff of the Office of the Chief of Mission when requested
- Liaising and work closely with the Regional Office staff
- Performing other duties as requested
Required Qualifications and Experience
- University degree in Business Administration, Business Management or relevant field with seven years of professional experience in the areas of Administration, preferably with an International Organization;
- A minimum of seven years of experience in administrative services, or higher responsibilities, to senior managers, preferably in an international organization.
- Experience working with budget or contracts administration is desirable
- Experience working with ERP applications for budget or contracts administration is desirable;
- Demonstrable ability to act under pressure and completing tasks in a timely manner;
- Demonstrable experience with Microsoft Office;
- Strategic multitasking experience, strong analytical skills, and situational anticipation abilities;
- Expert level internal and external communications skills as well as excellent negotiation skills;
- Familiarity with UN common system or similar systems;
- Ability to prepare clear and concise reports, and coordinate administrative activities;
- Languages Fluency in English and working knowledge of French and/or Spanish is an advantage.
Required Competencies
Behavioural The incumbent is expected to demonstrate the following 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.
Managerial Competencies – behavioural 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 & 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
Deadline: 23rd January, 2020.
How to Apply
Interested and qualified candidates should submit their Applications via email to: HRNIGERIA@iom.int indicating position applied on subject line.
Note
- Internals of the Organization and NMS candidates, as well as external female candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.
- The appointment is subject to funding confirmation.
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
- In order for the applications to be considered valid, IOM only accepts applications with a Cover Letter not more than one page specifying the motivation for application, addressed to Human Resources, International Organization for Migration (IOM) and with a subject line “SVN2020.005 Abuja. Executive Assistant (CoM)”.
- All applications should include a functional email address, mobile numbers and detailed curriculum vitae (CV). Please note that this position is open only to Nigerian National applicants and only shortlisted candidates will be contacted.
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