Project Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 100 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM is committed to the principles of inclusion, respect for diversity, and integrity, and aims to foster a culture of professionalism and accountability among its staff.

Job Overview:
The Project Assistant will play a crucial role in supporting the IOM Estonia Emergency Response portfolio, particularly in assisting Ukrainian and third country refugees. The successful candidate will work under the supervision of the Head of Office and the Programme Coordinator, collaborating with various units to ensure effective project implementation. The role involves direct assistance to beneficiaries in Narva and North-Eastern Estonia, facilitating outreach and networking with stakeholders, and supporting reporting initiatives. The Project Assistant will also manage administrative tasks related to project activities, produce outreach materials, and contribute to public communication efforts. This position requires a proactive approach to problem-solving and the ability to work collaboratively in a dynamic environment.

Duties and Responsibilities:
The duties and responsibilities of the Project Assistant include:

• Assisting in the coordination and management of administrative workloads related to project activities.
• Producing information and outreach materials to enhance visibility of project activities, including preparation and editing of information materials.
• Supporting public outreach and communication on thematic issues relevant to the project.
• Collecting, analyzing, updating, and maintaining statistical and content-related data pertinent to the projects.
• Undertaking duty trips as necessary to attend relevant meetings and training sessions.
• Organizing and facilitating training sessions for target groups, contributing to the capacity building of trainers.
• Contributing to the procurement process, from bidding to the receipt of goods, in accordance with donor and IOM regulations.
• Assisting in quality assurance activities, including monitoring and evaluation procedures.
• Monitoring project activities and financial expenditures to ensure compliance with organizational standards. 1
• Performing any other duties as assigned by the supervisor.

Required Qualifications:
The position requires the following qualifications:

• A completed University degree (baccalaureate level) or other higher education degree, preferably in Administration, Social Sciences, Education, or related fields from an accredited institution.
• Relevant professional experience in similar roles of at least three years is required; or a completed High School degree with five years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Experience in administration, preferably in an international setting, is essential.
• Experience in educational settings and/or participatory methods is a distinct advantage.
• Knowledge of migration-related issues is beneficial.
• Experience in producing communication materials and/or a willingness to develop skills in communication is an asset.
• Experience in project implementation is advantageous.

Educational Background:
Candidates must possess a completed University degree (baccalaureate level) or a higher education degree in relevant fields such as Administration, Social Sciences, or Education from an accredited academic institution. Alternatively, a completed High School degree with five years of relevant professional experience is acceptable. It is important that the educational qualifications are from accredited institutions recognized by the UNESCO World Higher Education Database.

Experience:
The position requires a minimum of three years of relevant professional experience in administration or related fields, particularly in an international context. Candidates with experience in educational settings, project implementation, and communication will have an advantage. Experience in developing project documentation and knowledge of migration issues are also beneficial for this role.

Languages:
Fluency in Estonian and English, both oral and written, is mandatory for this position. Knowledge of any other IOM official language, such as French or Spanish, is considered an advantage and may enhance the candidate's profile.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Estonia will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. The IOM maintains a zero-tolerance policy regarding conduct that contradicts the organization's aims, including discrimination and harassment. Candidates should be aware that IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.