Introduction
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.
IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration
Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.
Organizational Context and Scope
Under the overall supervision of the Programme Officer (IBG), and the direct supervision of the National Programme Officer (IBG), the Project Associate (IBG) will support the administrative, logistical and operational implementation of Immigration and Border Governance (IBG) projects in Ethiopia, with a primary focus on the Ethiopia component of the regional counter-smuggling programme and with support, as required, to synergistic activities under the broader IBG portfolio.
The incumbent will serve as the core administrative, logistics and operational support focal point for project implementation, contributing to the timely organization of project plans trainings, workshops, assessments, consultant missions, procurement actions, travel arrangements, and other programme and administrative support functions. The role will support smooth internal coordination across finance, procurement, logistics and programme units, in line with approved project documents, donor requirements and IOM rules and regulations.
The incumbent will also contribute to administrative continuity and operational efficiency across interconnected IBG initiatives, including those related to border management systems, training, institutional capacity-building and border infrastructure support.
- Support the administrative and operational implementation of IBG projects, with a primary focus on the Ethiopia component of the regional counter-smuggling programme.
- Assist logistics arrangements during organizing trainings, workshops, meetings, assessments, field missions and other project activities, including venue coordination, participant lists, logistics follow-up and documentation.
- Prepare and process administrative documentation related to travel requests, purchase requests, payment requests, consultant contracting support, and other project implementation needs.
- Maintain organized filing systems for project correspondence, activity records, attendance sheets, visibility materials, procurement tracking and supporting documentation.
- Follow up internally with relevant units on routine administrative and operational actions to support timely implementation of project activities.
- Support procurement and logistics processes for equipment, supplies and service requests in coordination with relevant resource management and procurement units.
- Assist in maintaining project tracking tools for activities, expenditures, travel, procurement actions and deliverables.
- Support the preparation and consolidation of routine project documents, including minutes, activity files, briefing materials and administrative inputs for reports.
- Provide logistical and administrative support for consultant missions, including coordination of schedules, documentation and mission-related follow-up.
- Support duty travel arrangements and logistical planning for field activities at airports, border locations and other implementation sites, as required.
- Contribute to smooth coordination and administrative synergy across the wider IBG portfolio, as directed by the supervisor.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- University degree in Business Administration, Management, Social Sciences, Law, , or a related field from an accredited academic institution with at least two or three years of relevant professional experience, or
- School diploma with four years of relevant experience.
- Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Experience in administrative, logistical or programme support functions.
- Experience supporting trainings, workshops, meetings or events.
- Experience with travel, procurement, finance or operational support processes is an advantage.
- Experience in Liasing with different government agencies like MoFA, ICS, RRS, MoJ, and UN and international agencies.
- Experience in project implementation support within an international organization, governmental institution or similar setting is an advantage.
- Experience maintaining records, trackers and filing systems.
- Experience working with multiple internal units and external counterparts is an advantage.
Skills
- Good organizational and administrative skills.
- Good drafting and record-keeping skills.
- Attention to detail and ability to follow procedures.
- Good knowledge of standard office software applications.
- Ability to support multiple activities simultaneously and meet deadlines.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in Amharic and English is required (oral and written).
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
Values - all IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintains 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators Level 1
- 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators Level 2, if with direct reports
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
Please refer to this link for guidance on IOM Job Category.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
No late applications will be accepted. Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
