International Organization For Migration (IOM)

Project Specialist (Project Management)

International Organization For Migration (IOM)

Job Description

POST DESCRIPTION

I. Position Information

Position title: Project Specialist, Project Management Position grade: G.6 Duty station: San Salvador, El Salvador Job family: Operations Organizational unit: US Refugee Admissions Program, RSC Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? Reports directly to Project Manager, RSC LA Number of Direct Reports 0

II. Organizational Context and Scope

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of thousands of refugees each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and Administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s Global Support to all resettlement programs.

Context:

Under the United States Refugee Admissions Program (USRAP), the Resettlement Support Center (RSC) provides critical support and processing services for resettlement to the US. As part of an MOU between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the RSC for LA. RSC LA manages US resettlement activities in Latin America Countries and the Caribbean. RSC LA prepares applications for adjudication by and provides support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitates security and medical screenings, provides information about arrivals to resettlement agencies in the US and offers Cultural Orientation (CO) training to individuals departing for the US.

Under the general supervision of the Chief of Mission, El Salvador, and the direct supervision of the Project Manager, RSC LA, the Assistant to the Project Manager will provide overall support to the work of the Project Manager, RSC LA and will be responsible for the following functions: **

III. Responsibilities and Accountabilities

  1. Organize the activities of the office of the Project Manager, RSC LA, including arranging and/or scheduling appointments, managing the calendar, and handling duty travel for the Project Manager and Deputy Project Managers, including the preparation of relevant briefing kits, travel authorizations, hotel reservations, transportation arrangements, visa requirements and security clearances.
  2. As requested, handle incoming correspondence and documents for the Project Manager and Deputy Project Managers, including registering correspondence, preparing responses to communication, ensuring the accuracy and correct formatting of outgoing diplomatic and routine correspondence, and translating, interpreting and drafting correspondence for the Project Manager.
  3. Assist in the management of RSC-related information, including maintaining a phone number, extension and office number database, maintaining a staff database, updating the staff organizational chart with pillar, unit, title and reporting lines, regularly monitoring staffing data to ensure adherence to the USRAP standardization, ensuring the relevant server drives are organized and contain updated Standard Operating Procedures (SOPs), reports and other important documents, and assisting with SharePoint updates and management.
  4. Provide liaison and Coordination support for all logistical and administrative matters between RSC visitors and responsible IOM El Salvador units and staff, including support in requesting visas, transportation, hotel arrangements and office working space.
  5. Provide liaison support to the Project Manager and Deputy Project Managers in relation to their liaison duties with government officials, embassies, UN agencies, other organizations and representatives of the media.
  6. Serve as a channel of communication between the Project Manager, Deputy Project Managers and other units of the IOM El Salvador mission as needed, including distributing and/or relaying messages from the office of the Project Manager and Deputy Project Managers to/from mission staff.
  7. Coordinate extensively with the IOM El Salvador logistics and procurement team, as well as with other entities such as security colleagues, building management and external service providers, in relation to RSC purchase orders, facility requirements, the construction of new office sites and moves.
  8. In coordination with the Project Manager and Deputy Project Managers, liaise with IOM El Salvador HR team members in relation to recruitment-related matters such as the issuance of vacancy notices, interview panels, interview schedules, selection paperwork and the onboarding and separation of RSC staff members. Communicate with the HR team as needed to clarify questions from the Project Manager or Deputy Project Managers.
  9. Assist in organizing special events, including IOM-facilitated workshops, seminars, symposia and conferences. In this capacity, handle logistical and administrative details such as completing forms for the Finance Department, identifying event venues, arranging event materials and technological requirements, preparing and disseminating agendas and event details, corresponding with event organizers, facilitators, speakers and attendees, communicating about the event within and outside of the IOM mission, and liaising with government and facility officials as needed.
  10. As needed, participate in relevant internal and external events related to RSC and USRAP activities, including seminars, workshops, meetings and conferences, and represent the Organization at gatherings of governmental and non-governmental entities. Record and disseminate event notes and track action points when requested.
  11. Provide project development support to the Project Manager and Deputy Project Managers including collecting, filing and sharing information as requested, reviewing and editing reports, proposals and other documents, and liaising between the Project Manager, Deputy Project Managers and the Compliance team on special projects.
  12. Maintain and ensure the confidentiality and integrity of all RSC-related information by implementing control procedures in line with USRAP standards of conduct and Data Protection rules. Alert RSC management of any non-compliance to SOPs or Codes of Conduct by RSC staff members.
  13. Perform such other duties as may be assigned.

IV. Required Qualifications and Experience

Education

· Completed secondary education required with six years of working experience.

· Bachelor’s degree in Social Sciences or related field with four years of working experience

Experience

· Thorough knowledge of English · Excellent computer skills - Word, Excel and Internet

SKILLS

· Delivers on set objectives in hardship situations · Ability to use own initiative and work under pressure with minimum supervision · Strong interpersonal and communication skills · Attention to detail and ability to organize · Self-motivated and objective driven

V. Languages

Required (specify the required knowledge)** Desirable Fluency in English and Spanish (oral and written).

VI. Competencies**[1]**

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.
[1] Competencies and respective levels should be drawn from the Competency Framework of the Organization.

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