Project Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is recognized as the leading inter-governmental organization in the field of migration. With a mission to promote humane and orderly migration for the benefit of all, IOM works closely with governmental, inter-governmental, and non-governmental partners. The organization has 175 member states and 8 observer states, with offices in over 100 countries. IOM provides services and advice to governments and migrants, ensuring that migration is safe, orderly, and dignified. Brazil has been a member state of IOM since 2004, reflecting its commitment to addressing migration issues.

Job Overview:
The Project Assistant will play a crucial role in supporting the Oportunidades Project and Integration Unit by assisting in budget planning and financial monitoring. The successful candidate will ensure compliance with IOM and donor reporting and auditing requirements, providing essential support to IOM Sub-offices under the Oportunidades Project. This position requires close collaboration with various stakeholders, including the Chief of Mission, Head of Programs, and National Officer, to ensure effective project management and administrative flow. The Project Assistant will also be responsible for organizing meetings, coordinating with other Project Assistants, and supporting outreach activities aimed at enhancing employment opportunities for youth migrants. The role demands a proactive approach to project work plans and the ability to write and review results-based reports for project donors, ensuring timely and accurate documentation of project activities.

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

• Supporting the budget planning and financial monitoring of the Oportunidades Project and Integration Unit.
• Ensuring compliance with IOM and donor reporting and auditing requirements for all expenses.
• Providing administrative support to IOM Sub-offices under the Oportunidades Project, including HR and procurement mechanisms.
• Following up with colleagues to ensure timely documentation of projects within the Scope of the Programme.
• Organizing periodic meetings and coordinating with other Project Assistants to enhance project management and administrative procedures.
• Supporting the implementation of the project work plan and other actions related to the Oportunidades Project.
• Writing and reviewing results-based reports for project donors.
• Assisting the Senior Programme Manager and National Team in organizing events, official visits, and travel arrangements.
• Supporting the preparation of progress reports and ensuring effective communication among Oportunidades colleagues. 1
• Engaging in outreach activities and developing partnerships with private sector partners to improve employment opportunities for youth migrants. 1
• Performing other related duties as required.

Required Qualifications:
The required qualifications for the Project Assistant position include:

• A strong background in administrative activities and processes.
• Excellent organizational, time management, and prioritization skills.
• Proficiency in Microsoft Office software, including Excel, PowerPoint, Word, and Outlook.
• Ability to multitask and work effectively under pressure to meet deadlines.
• Experience working collaboratively within a diverse team of colleagues from various cultural and professional backgrounds.
• Previous experience in an operations unit at an international organization is considered an advantage.
• Familiarity with project reporting processes is beneficial.

Educational Background:
Candidates must possess a Bachelor’s degree in International Relations, Social Sciences, Social Services, Economics, or a related field from an accredited academic institution. Accreditation must be from universities listed in the UNESCO World Higher Education Database, ensuring that the educational background meets international standards.

Experience:
The position requires candidates to have experience in administrative activities and processes, with a focus on organizational skills and the ability to manage time effectively. Candidates should have experience working in a team environment, particularly within international organizations, and should be familiar with project reporting. Experience in handling confidential data and the ability to analyze problems and implement solutions are also essential.

Languages:
Fluency in Portuguese (oral and written) and English (oral and written) is mandatory for this position. Candidates will be evaluated on their proficiency in these languages during the selection process, which may include written and/or oral assessments. Knowledge of IOM's official languages, which include English, French, and Spanish, is considered an asset but is not mandatory.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Brazil will be eligible for consideration. Any offer made to the candidate is contingent upon funding confirmation. The appointment will also require certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government, where applicable. IOM maintains a zero-tolerance policy regarding conduct that contradicts the aims and objectives of the United Nations and IOM, including issues related to sexual exploitation and abuse, harassment, and discrimination. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.