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NGO Job VACANCIES - IOM

Vacancy No: SCO/034/2013

Functional Title: Field Grants Administrative Assistant

Department: Transition Initiatives for Stabilization (TIS)

Grade: G4/01

Duty Station: Mogadishu, Somalia

Type of Appointment: 6 months under 3rd party contractor with possibility of extension

Closing Date: 3rd July 2013.

General function:

Under the overall supervision of USAID Transition Initiatives for Somalia (TIS) Program Manager and the direct supervision of the Field Coordinator, in coordination with the Grants Manager, or his/her designee, the incumbent will assist in administration of grants by ensuring proper filing of grants related financial, contract and grantee documents in the field.

Specific Duties and Responsibilities:
  • Maintain secure hard copy files for every ongoing activity in the field, to immediately send scanned copies of all relevant documents and hard copy files when safe to the headquarters-based Grants Unit.
  • Assist Field Team members in preparing necessary grant documentation, including but not limited to, Site Visit Notes, before, during and after Photos, systematic reporting, and needed Grant Amendments.
  • Assist in the compilation of data from the field for preparation of weekly, monthly, quarterly, and annual reports.
  • Review all grantee deliverables and invoices to ensure compliance against contract/agreement and grant budget prior to sharing with headquarters for payment processing.
  • Follow up with TIS Headquarters’ Finance Unit to ensure payments are being processed in a timely fashion after sharing supporting documentation.
  • Manage the office supplies, maintaining a Log Book of materials and use.
  • Perform other duties as may be assigned.
Personal Development:

The incumbent will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for monitoring in full of an activity’s grant documentation.

Required Qualifications:

The minimum required academic and professional skills for the jobholder to perform successfully in their job include:
  • University Degree in Mathematics, Business Administration, Finance or Business related field,
  • Previous work experience in Grants or Finance related field especially on USAID funded projects at least 2 years.
  • Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners.
  • Experience in initiating and encouraging inter-sectorial information sharing and cooperation, while exercising respect for cultural diversity.
  • Ability and willingness to travel at short notice for at least 33% of time.
  •  Highly proficient in Microsoft office (Microsoft Excel, Access, Outlook and Word) and internet applications.
Required Skills and Competencies:
  • Personal commitment, efficiency and results-driven, sound organization skills with strict attention to detail.
  • Excellent writing and communication skills, strong interpersonal, inter-cultural skills and ability to work as part of a diverse team.
  • Ability to maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.
  • Maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.
  • Ability to work independently, respond appropriately to environmental, safety hazards and function effectively in emergency situations.
  • Ability to utilize systems effectively to ensure economical use of equipment and supplies.
  • Demonstrated ability to maintain integrity in performing responsibilities assigned.
  • Objective, analytical and capable of working under pressure on tight deadlines; should be willing to work overtime and on weekends when required
  • Thorough knowledge and fluency of English. Fluency of Somalia is preferred.

Functional Title: Monitoring & Evaluation Field Officer

Department: Transition Initiatives for Stabilization (TIS)

Grade: G6/01

Duty Station: Hargeisa, Somaliland

Type of Appointment: 6 months under 3rd party contractor with possibility of extension

Closing Date: 3rd July 2013.

General function:

Under the overall guidance of the TIS Program Manager in Nairobi, and under the direct supervision of the Senior Project Advisor and technical supervision of the Monitoring and Evaluation Coordinator, the successful candidate will work closely with the TIS Hargeisa team to support the Monitoring and Evaluation Coordinator in all knowledge management, monitoring and evaluation matters relating to the
TIS IOM Program in Somaliland and ensure the successful delivery of the Program as a whole against the performance measures set out in the Performance Management Plan. 

The position will be focused on the M&E and learning function of TIS. 

This will involve the design and management of monitoring activities over the project cycle and making contributions to the preparation of documents and papers of learning on TIS. 

The post will involve direct contact with projects on M&E issues.

Specific Duties and Responsibilities
  • While taking the lead at Hargeisa office, work closely with the M&E Coordinator to ensure, the coordination of data collection, data quality assurance and data analysis in collaboration with the field based project teams and field coordination unit.
  • Establish a secure file storage system(hard and soft) for all data collected at the field Office.
  • Support the development and implementation of baseline, mid line and end line surveys for TIS Program including data collection and analysis process.
  • Facilitate Stabilisation Indicator Data collection and analysis every six months and or as required.
  • Prepare, revise and contribute to TIS PMP as per grant activity design and implementation needs.
  • Ensure weekly field site visits are undertaken and reports filed and shared accordingly.
  • Lead the field team on Impact Reporting for TIS Program.
  • Organise and lead focus group discussions and conduct interviews for purposes of program review and re targettting in real time.
  • Coordinate with the Field Coordination unit and Grants team to collect grant-related information for weekly reporting purposes.
  • Support training opportunities and workshops to help all TIS staff understand the information and monitoring system and their responsibilities within the system.
  • Design and implement M&E and Reporting workshops for TIS Field Staff and NGO Partners.
  • Provide guidance to Grant Focal Persons on M&E Status report updates.
  • Undertake case studies for cluster grants and submit written documentation on the same.
  • Support USAID MEPS to undertake evaluation of TIS program activities.
  • Respond timely to blue and green flags raised by MEPS following evaluation of TIS Program activities. Assist in data management and entry for Clearing House records.
  • Participate and actively respond to issues raised on Quality Data Assurance steming from CH.
  • Support the M&E Coordinator in actively promoting a culture of learning and generation of knowledge throughout the Project Team and among partners and stakeholders, including facilitation of sharing and reviewing knowledge for current application, as well as appropriately storing and disseminating it for use in future and by other organizations
  • Undertake any further duties as requested.
Required Qualifications:
  • Advanced University degree in Social Science or other appropriate field;
  • Good understanding of USAID Funded programs and UN Partners;
  • A minimum of seven years, experience in monitoring and evaluation, preferably in fragile state context;
  • Technical skills in qualitative and quantitative evaluation and managing heavy data;
  • Strong communication skills with the ability to effectively and persuasively present information in a variety of settings and formats;
  • Familiar with activity, grant reporting methods and information management systems;
  • Advanced knowledge of Microsoft Office, with proven experience in Access, Excel and Power Point;
  • Thorough fluency of English. Fluency in Somalia is preferred.
Required Skills and Competencies: 
  • Excellent interpersonal, written and verbal communication skills 
  • Political and cultural awareness of the Somalia context
  • Calm and diplomatic. 
  • Ability to motivate others to adopt new ideas and bring about change 
  • Natural ability to connect with other stakeholders and team members 
  • Strong capacity to work with initiative and without close supervision 
  • Good multi-tasking skills and ability to meet strict deadlines

Vacancy Notice no.: IOMKE/VN/20/2013

Position title: Regional Project Development and Endorsement Assistant

Position grade: Grade 5 (UN Salary Scale for GS)
Duty station: Nairobi, Kenya

Contract duration: 6 months, with possibility of extension
Seniority band: III

Job family:
Support
Organizational unit: Regional Office

Position rated : No
Subject to rotation: No

Reporting directly to
: Regional Emergency and Post Crisis Specialist
Overall supervision by: Regional Director

Managerial responsibility: N/A
Directly reporting staff: N/A

II. Organizational Context and Scope

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and nongovernmental 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.

III. Responsibilities and Accountabilities

The Regional Project Development and Endorsement Assistant (PDEA) will be working at the Regional Office in Nairobi under the overall supervision and guidance of the Regional Director and the direct supervision of the Regional Emergency and Post Crisis Specialist.

The incumbent will also work closely with other colleagues in the Region, in particular with the Regional Project Development Officer and the Regional Liaison and Project Reporting Officer to carry out the following duties and responsibilities:-
  1. Regularly update the project endorsement tracking tools of all endorsed and/or funded projects within the region in close coordination with the relevant Regional Thematic Area Specialists (RTS) and extrapolate project information for the regional meetings.
  2. Regularly update and assist in improving the online project endorsement library and ensure all endorsed project documents from the country missions are properly recorded in the system.
  3. Update and further develop the regional donor reports database.
  4. Develop a regional database through the collection, processing, storage and retrieval of documents, related to IOM operations in the region. Manage the information management and information technology activities.
  5. Develop and manage strategies and mechanisms for data collection and information flow to keep critical data current.
  6. Support strategic and operational decision making by processing and analyzing data and information and presenting it in the format most useful for analysis (e.g. reports, maps).
  7. Follow up with different Thematic Specialists for keeping track and recording all projects pending endorsements, SOPs, Policies and other IOM documents, thus contributing to a better knowledge management system at Regional Level.
  8. Provide the unit specialists with administrative and logistic support.
  9. 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; 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

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
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
Anticipates and prepares response to changing IT needs of the relevant organizational unit; 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

Professionalism
Delivers optimal IT solutions within defined resource parameters; Correctly applies knowledge of specialized IT disciplines; Masters subject matter related to responsibilities; Identifies issues, opportunities, and risks central to responsibilities; Incorporates genderrelated 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

Resource Mobilization

Establishes realistic resource requirements to meet IOM needs

V. Education and Experience
  1. Completed University degree, preferably in Information Technology, Political Science, Social Science, International relations or Development Studies or an equivalent combination of training and experience
  2. 5 years’ experience in information management
  3. Programming knowledge and experience in database development and management
  4. Familiarity in general migration issues
  5. Knowledge of Eastern Africa and its migration challenges a merit
  6. Experience in administrative and organizational management
  7. Practical knowledge of standard software packages (MS Excel, Word, Access, PowerPoint)
  8. Knowledge of GIS is an asset
VI. Languages
Required
  • English and Kiswahili
  • Fluent in written and spoken.

Mode of Application:

Submit cover letter and CV including daytime telephone and e-mail address to:-
International Organization for Migration (IOM),
Human Resources Department,
P.O. Box 55040 – 00200,
Nairobi, Kenya
or send via e-mail to hrnairobi@iom.int

Closing Date: 9th July 2013

Only shortlisted applicants will be contacted

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