Programme Assistant – Disarmament – Nairobi – International Organization for Migration

Overall supervision : Disarmament, Demobilisation and Reintegration (DDR) Coordinator

Estimated Start Date :As soon as possible
Closing Date :July 01, 2016

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.

Under the overall supervision of the Disarmament, Demobilisation and Reintegration (DDR) Coordinator, and the direct supervision of the Disarmament, Demobilisation and Reintegration (DDR) Senior Monitoring & Evaluation programme assistant, the incumbent will assist in supporting the effective and efficient management of all programmes within the DDR Unit. This will include a range of actions that contribute to the planning, implementation, financial, monitoring and evaluation, and reporting activities that cover all programmes. He/she will work in close collaboration with the programme management, common services, project development, monitoring and evaluation, finance and public information departments in order to effectively achieve the desired results.
The overall objective of the Disarmament, Demobilisation and Reintegration Unit in Somalia is to contribute towards longer-term stabilization efforts through rehabilitation and reintegration of potentially destabilizing population segments. Additionally, IOM’s engagement in reconciliation and reintegration activities is to support the socio-economic reintegration of youth at risk through offering of alternative livelihood opportunities in their transition towards a productive civilian life.
The position will be situated at the IOM Somalia Mission Head Office in Nairobi, with occasional travel to Disarmament, Demobilisation and Reintegration Unit programme sites in Somalia. The position will be focused on providing support and assistance in various aspects of project’s administrative, financial and programme management functions.
IOM is committed to a diverse and inclusive environment. 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.

Core Functions / Responsibilities:
Liaise with IOM staff members in the Nairobi Support Office and the Disarmament, Demobilisation and Reintegration (DDR) Unit staff and third party contract staff in Somalia on Administrative/Financial/Logistical matters in support of programme activities, and ensure that all associated procedures are coordinated with relevant units within the Mission.
Serve as a focal point for Administrative/Financial/Logistical coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow up on administrative actions.
In coordination with the DDR Coordinator and M&E Assistant, assist in drafting proposals, partner agreements, information materials and other project design, and provide research assistance in relation to topics of interest to the programme.
Assist the DDR Coordinator, M&E Assistant, and other designated programme staff in keeping track of the programme expenses and financial allocations by reviewing project documents, especially cost plans/budgets for completeness and compliance with the relevant rules and procedures.
Review expenditures to ensure that all projects costing are correctly charged to the correct budget lines; identify inconsistencies; ensure all documentation relating to payments are obtained and duly approved; verify availability of funds and if need assist in budget revisions.
Communicate and coordinate with IOM finance department to ensure all relevant matters are timely and efficiently processed.
Organize procurement of equipment/supplies/services for the DDR unit by ensuring timely receipt of quotations, preparation of relevant purchase requisition documentation for such materials and services and ensure payment of the related bills in tandem with the common services and finance departments.
Assist in in the development of reports and public information material on programme performance in a timely and professional manner by serving as an information focal point for the generation of stories, photos, and relevant materials to assist with the development of strategic communications materials with other concerned stakeholders. Also liaise with the Public Information Unit and assist in drafting of briefing notes and/or other communication on programme activities.
Establish and maintain internal databases; develops, files, stores and manages data and information relevant to the scope of programme/project activities.
Perform any other duties assigned by the Disarmament, Demobilisation and Reintegration (DDR) Coordinator.

Required Qualifications and Experience
 School diploma and five years of experience or bachelor’s degree in Project Management, Social Sciences business administration or development studies or higher and three years of experience.

 Minimum 3 years direct work experience in project management and implementation and managing and monitoring programme budgets.
 Knowledge of internal policies, processes and procedures generally, and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting.
 Ability to work well with figures, undertake basic research and gather information from standard sources, including web-based sources.

 Demonstrate professional competence and mastery of subject matter
 Good writing skills and advanced knowledge of Microsoft Office with proven proficiency in Access, Excel and PowerPoint.
 Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse backgrounds.
 Experience of building relationships with a wide range of colleagues and partners
 Proven ability to manage competing priorities under pressure, meeting deadlines and work with minimum supervision.

Fluency in English and working knowledge of Somali is an added advantage.

Required Competencies
 Accountability – takes responsibility for action and manages constructive criticisms
 Client Orientation – works effectively well with client and stakeholders
 Continuous Learning – promotes continuous learning for self and others
 Communication – listens and communicates clearly, adapting delivery to the audience
 Creativity and Initiative – actively seeks new ways of improving programmes or services
 Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
 Performance Management – identify ways and implement actions to improve performance of self and others.
 Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
 Professionalism – displays mastery of subject matter
 Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
 Technological Awareness – displays awareness of relevant technological solutions;
 Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
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 either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

How to apply:
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) with three professional referees and their contacts (both email and telephone) to:
Closing Date: 01 July, 2016. Only shortlisted candidates will be contacted.
Posting period:
From 17.06.2016 to 01.07.2016

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