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.
Context:
Under the overall supervision of the FMM Programme Manager and under the direct supervision of the Regional Migration
Management Specialist, the Programme Assistant will assist in the implementation of the EU-funded project “Support to
Free Movement of Persons and Migration in West Africa”. The Programme Assistant will provide general programmatic
and administrative support to the Project Support Unit.
Core Functions / Responsibilities:
1. Provide necessary information and assistance for the preparation and implementation of project activities;
2. Coordinate internal and external meetings/workshops/training among the different components of the
project;
3. Responsible for proper documentation, review, filing, handling and archiving of individual casefiles, project
documents and related documents and communication and make recommendations to improve filing and
documentation;
4. Support visibility and communication activities related to the project-assist with the production of project
information materials (USB Keys, CDs, Calendars, Info sheets, Folders and notepads);
5. Assist in tracking of project expenditures in liaison with the National Finance and Admin Officer and in the
preparation of monthly funding requests for the project activities;
6. Assist in timely reporting on project activities according to IOM and donor formats as required;
7. Assist in the planning, preparation and implementation of seminars, conferences, workshops, meetings and
missions related to the project;
8. Draft meeting, workshop and seminar reports;
9. Ensure proper documentation and filing of project documents;
10. Assist in tracking of project expenditures in liaison with the National Finance and Admin Officer and in the
preparation of monthly funding requests for the project activities;
11. Support the monitoring and evaluation of non-state actors project activities and the reporting on mission
IOM is committed to a diverse and inclusive environment. Internal candidates are eligible to apply to this vacancy. For
the purpose of the vacancy, internal candidates are considered as first-tier candidates.
conducted in Anglophone countries;
12. Ensure the development of proposals within the Public Information Strategy;
13. Act as a focal point for the Action on Cross Border Trade within the Public Information Strategy in close
coordination with the Non-State-Actors fund manager;
14. Support FMM in coordinating interviews, shortlisting and other administrative functions as required;
15. Prepare travel authorizations and arrangements in conjunction with meetings, workshops, conferences, track
and prepare itinerary, prepare associated documentations, facilitate visa application for staff, visiting /
travelling officials of local and international organizations, NGOs;
16. Assist with the supervision of FMM project driver and other administrative functions;
17. Monitor and track stock of office supplies and orders, request for replenishment when required;
18. Prepare quarterly project procurement plan, collate procurement requests for approvals, prepare Requisitions
ensuring accuracy in the specifications and timely delivery;
19. Responsible for the verification of FMM office inventory as well as for the implementing partners and
ECOWAS;
20. Perform such other duties as may be assigned.
Required Qualifications and Experience
• Secondary School Diploma with 5 years of experience, or Bachelor’s Degree with 3 years of experience;
• Minimum four years of professional experience, preferably in the field of migration and development or related;
• Experience in supporting all aspects of project management;
• Experience in working with multi-lateral or international organizations and/or in a multi-cultural environment
desirable;
• Knowledge of the Economic Community for West African States (ECOWAS) and understanding of regional issues.
Languages
Fluency in English; Fluency in French and/or Portuguese language is a requirement.
Required Competencies
Behavioural
The incumbent is expected to demonstrate the following competencies:
Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments
Continuous Learning
Contributes to colleagues’ learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follow through
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Develops strategic vision for IOM within area of responsibility
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Professionalism
Masters subject matter related to responsibilities
Correctly frames migration issues within their regional, global, and political context
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team’s work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Establishes realistic resource requirements to meet IOM needs
Identifies sources of and secures funding from external stakeholders to meet the needs of IOM
Technical
Strong planning, coordination and logistics skills related to implementation of project activities;
Good communication skills;
High level of computer literacy (Word, Outlook, Excel, Power Point);
Ability to independently carry out tasks;
Ability to multi-task and to prioritize required;
Ability to work effectively with government counterparts;
Good representational skills.
other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Only candidates residing in the country of the duty station within commuting distance of the duty station will be
considered.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any
residency or visa requirements, and security clearances.
Women with the above qualifications are encouraged to apply.
How to apply:
Interested Internal candidates are invited to submit their applications via email to [email protected] indicating
position applied on subject line by Tuesday 28th August 2018
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 SVN2018/84. Abuja. Programme Assistant (G5).
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.