Project Assistant

İşin təsviri

I. POSITION INFORMATION

Position title: Project Assistant

Position grade: G4

Duty station: Baku, Azerbaijan

II. ORGANIZATIONAL CONTEXT AND SCOPE

Introduction

On 1 September 2014, IOM will begin implementing the Consolidation of Migration and Border Management Capacities in Azerbaijan (CMBA) Project with the financial support of the European Union. The project aims to enhance the capacities of Azerbaijani authorities in the area of migration
and border management in line with relevant EU-Azerbaijan Agreements, in particular the Visa Facilitation and Readmission Agreements.

Context

Under the overall supervision of the Chief of Mission and the direct supervision of the Project Coordinator, the successful candidate will be responsible for providing everyday assistance in the implementation of the CMBA Project.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Assist in carrying out daily tasks, implementation and monitoring of project activities.
2. Make pertinent logistical arrangements for the prompt and effective implementation of the project activities.
3. Assure that project expenditures are in compliance with approved project budget and follow up for the timely submission of required project reports by consultants and contractors.
4. Assist in preparation and logistical planning of various events such as meetings, workshops, conferences, seminars, etc. including the preparation of minutes.
5. Support in arrangement of missions (ticket booking, security clearance, preparing travel orders/records, administration requests such as advance/settlement and other general payments etc.) including necessary follow up.
6. Travel on field missions whenever possible and required by any activity planned under the CMBA Project.
7. Assist in preparation of necessary project documents e.g. interim reports, letters, terms of references and agreements with consultants and service providers, etc.
8. Maintain systematic filing of the project related documents (reports, letters, administrative documents, etc.) on a regular basis.
9. Provide support to the informal translation of information (reports, fact sheets, presentations, legislative and policy documents, etc.) relating to the CMBA Project (Azerbaijani to English or vice-versa) as required.
10. Perform such other duties as may be assigned.

IV. COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural

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

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
• Presents goals as shared interests
 
Performance Management
 
• Provides constructive feedback to colleagues
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures

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
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans

Professionalism
 
• Masters subject matter related to responsibilities
• 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

Technical
 
• Effectively applies knowledge of migration issues within organizational context
• Correctly frames migration issues within their regional, global, and political context
• Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM.

V. EDUCATION AND EXPERIENCE

Education

• High school diploma or equivalent. University degree in Law, International Relations, Political Science, Social Science or a related field would be a distinct advantage .

Experience
 
• At least four years of relevant professional experience
• Experience in project coordination and implementation;
• Experience in handling contracts and financial management;
• Experience in writing donor reports;
• Knowledge of project monitoring and evaluation;
• Experience in developing trainings and institutional capacity building;
• Experience in liaising with governmental and diplomatic authorities as well as with international institutions;
• Solid knowledge of PCs and MS Office Software (Word, Excel, Outlook, Power Point, etc.);
• Prior experience of working within the UN Common System or in an international/non-governmental organization a distinct advantage.

Required

English: Fluent
Azerbaijani: Fluent

Advantageous

Russian

Interested candidates are requested to submit their CV and cover letter to [email protected]

Please indicate AZVN2014-02 Project Assistant in the subject line of your email.

The deadline for applications is August 29, 2014; 17:30

Phone calls will be considered as a disqualification. Only short listed applicants will be contacted.

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