Project Assistant - International Organization for Migration

Special Vacancy Notice HR-2016-1
Open to Internal and External Candidates
Position Title : Project Assistant II (EMN)
Duty Station : Zagreb, Croatia
Classification : General Service Staff, Grade Equivalent G5
Type of Appointment : Special Short Term – Grade Equivalent
until 31 December 2016
Estimated Start Date : As soon as possible
Closing Date : June 28, 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 supervision of the Head of Office (HoO) in Zagreb, the Project Assistant will contribute to the co-ordination of the implementation of the EMN NCP activities.
Core Functions / Responsibilities:
1.Support the HoO, in her capacity of the Croatian EMN NCP Project Supervisor, in the overall planning and successful implementation of the EMN NCP project activities according to the Work Programme and act NCP.
2.Liaise with the European Commission, Croatian Government representatives in the EMN Steering Board and Return Expert Group, experts of the National Contact Point and other Governmental, external and/or project experts and partners who could be part of the national migration network.
3.Participate in the EMN meetings, workshops, and/or conferences organised by the European Commission, and/or provide necessary support. Participate in the EU Member States organised cluster meetings relating to different EMN and migration management issues and report issues to supervisor.
4.Organize meetings of the national migration network/cluster meetings and other events, such as seminars, conferences, round-tables, presentations, and others.
5.Coordinate the launching of Croatian ad-hoc queries and responding to the received ad-hoc queries, participating in elaboration of the responses in the area of migration law and other migration issues.
6.Participate in the elaboration of the National Annual Reports and EMN studies, or review the EMN reports/studies elaborated by external experts.
7.Prepare draft donor and other reports ensuring proper information exchange on all operational aspects of the project between IOM, donors and other stakeholders; prepare and collate general and specific information on project activities as requested by donors/external parties, IOM, and other internal counterparts as well as other reports, as requested. Administer and monitor the budget expenditures.
8.Conduct research of the relevant legislation, literature, electronic sources and other information relevant to the topics of the EMN studies and reports and report the research findings. .
9.Contribute to the activities related to the visibility of the EMN, dissemination of the EMN studies and reports, and promotion of the EMN activities on different national/ international events (conferences, seminars, workshops, etc.).
10.Participate in the selection and recruitment of staff to carry out project activities; provide guidance and training to staff recruited to work on the project and provide inputs to supervisor for performance evaluation. .
11. Coordinate team members receive the training and tools needed to perform their tasks as required.
12.Keep abreast of policies and legislation relating to asylum and migration.
13.Explore potential entry points for expanded collaboration with relevant authorities and partners on project-related activities.
14.Perform other duties that may be assigned.
Required Qualifications and Experience
University degree from an accredited academic institution in Law or related field
  • A minimum of five years of experience in migration related issues
  • A minimum of two years of experience in project management and/or team coordination
  • Sound experience in project cycle management with particular emphasis on the EU funded projects
  • Demonstrated record of establishing and maintaining good working relationships with governmental and diplomatic authorities, national, regional and international institutions, as well as civil society actors
  • Experience with European Commission’s administrative and financial rules and practices
  • Ability to supervise and direct staff
  • Author/co-author of publications in the field of asylum and migration – advantageous
  • Previous work experience in international organizations and companies would be an advantage
  • Advanced Internet, MS Word and MS Outlook, as well as intermediate MS Excel skills – certification an added advantage
Fluency in English and Croatian languages is required.
Required Competencies
  • 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
  • Keeps clients informed of developments and setbacks
Continuous Learning
  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area
  • 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
  • Actively seeks new ways of improving programmes or services
  • Expands responsibilities while maintaining existing ones
  • Persuades others to consider new ideas
  • Proactively develops new ways to resolve problems
Leadership and Negotiation
  • Convinces others to share resources
  • Actively identifies opportunities for and promotes organizational change
  • Presents goals as shared interests
  • Articulates vision to motivate colleagues and follows through with commitments
Performance Management
  • Provides constructive feedback to colleagues
  • Identifies ways for their staff to develop their abilities and careers
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures
  • Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
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
  • Adjusts priorities and plans to achieve goals
  • Allocates appropriate times and resources for own work and that of team members
  • 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
  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse
  • 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
Resource Mobilization
  • Establishes realistic resource requirements to meet IOM needs
  • Delivers on set objectives in hardship situations
  • Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives
  • Effectively interfaces with government officials of appropriate level on matters related to substantive migration issues and the work of IOM
  • Effectively applies knowledge of migration issues within organizational context
  • Correctly frames migration issues within their regional global and political context
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 are invited to submit their applications at ZagHumanResources@iom.int by June 28, 2016 at the latest, referring to this advertisement.
Only shortlisted candidates will be contacted.
Posting period:
From 15.06.2016 to 28.06.2016
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