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Senior Program Assistant Job in Nairobi, Kenya

IOM International Organization for Migration

Vacancy Notice No: VN/IOMSO/059/2013

Position Title: Senior Program Assistant

Grade: G6

Duty Station: Nairobi, Kenya

Unit: Migration for Development in Africa (MIDA)

Duration: One Year Fixed Term, with possibility of extension.

Closing date: 13 September 2013

Background information

22 years of conflict have forced most of the Somalis who can to leave the country. Some of them end up as refugees in the neighboring countries and some in countries such as the United States, Canada, the United Kingdom, Norway, Sweden, Finland, among others.

The result of the mass exodus is depleted institutions with no capacity to fulfill their mandates. Today, most Somali institutions can barely perform the most basic functions, let alone international best practice.

Cognizant of the importance of functioning institutions to future peace and stability in Somalia, IOM Somalia makes one of its core missions to assist the Somali Government to rebuild its state institutions.

Since 2009, IOM has been working with government of authorities in all three regions through its Migration for Development in Africa (MIDA).

MIDA is IOM primary diaspora recruitment mechanism to help rebuild Somalia. MIDA is in the process of recruiting more Somali diaspora from all over the world to contribute to a new Somalia.

Under the overall supervision of the Chief of Mission for Somalia and under the direct supervision of the Program Manager – MIDA, the Senior Project Assistant will be responsible for providing specialized support in the planning, managing, and timely implementation of the Migration for Development in Africa (MIDA) program for Somalia.

In particular, he/she will:-

1) Assist the Program Manager and the Migration and Development Unit in developing strategies for the betterment of the Migration for Development in Africa (MIDA) Program. Evaluate and review MIDA participants’ reports and provide technical guidance on how to fix shortcomings with the reports.

Provide assistance in the development of project proposals, review and verify budgets, proposed follow up actions. Provide input and recommendation on changes/improvements, coherence and consistency in contract and report formats and standardized forms as required.

2) Participate in the design and preparation of information and outreach campaigns. Conduct diaspora Internet surveys and mappings to ascertain the best possible ways of contacting the diaspora. In coordination with the supervisor, make presentations to potential participants in London, Toronto, Minneapolis, Stockholm, and Oslo, among others. When necessary, Represent IOM at meetings with the donors, partners, and host institutions.

3) Organize, design and manage filing systems of hard copies and electronic files for easy access by all members of the MIDA/Migration and Development Unit. Regularly update the database with information obtained from new applicants and from MIDA partners.

4) Ensure accurate and timely posting of diaspora job vacancies on the QUESTS-MIDA website. Be responsible for updating the MIDA website and providing new content for it. Work closely with the web hosting company to redesign the website when necessary, and provide training on back-end updates. Manage the MIDA Twitter, Facebook, and YouTube accounts.

5) Review, analyze and monitor email correspondence from current and potential MIDA participants from the QUESTS-MIDA mailbox. Ensure timely replies and actions are provided on urgent matters or re-direct messages to the MIDA Program Manager and/or the National Officer. Respond to administrative enquiries and provide information relating to MIDA activities.

6) Provide logistical and administrative support to MIDA participants, including organizing their travels, payment of DSA, taxi, visa and other authorized expenses. Follow-up accordingly on bank transfers and budget/expenditures; and organizing the filing of all logistic and administrative papers.

7) Provide substantive and technical assistance to all the MIDA projects such as QUESTS-MIDA, JSB-MIDA, SIDA-MIDA, TRQN III, MIDA FINNSOM, MIDA Somalia II, CBS-MIDA, and TIS-MIDA.

8) Coordinate interviews between IOM, UNDP, the host institutions and MIDA candidates. Coordinate meetings for the Migration and Development Unit and the monthly “updates from the Field” teleconference. Prepare the minutes of the meetings and assist in drafting regular reports for the donors and partners, as well as the Regional Office and Headquarters.

9) Perform such other duties as may be assigned.

Desirable Competencies


a) takes responsibility with ability to work under minimal supervision,

b)manages constructive criticism,

c) works effectively with all clients and stakeholders

d) promotes continuous learning; communicates clearly

e) takes initiative and drives high levels of performance management,

f) plans work, anticipates risks, and sets goals within area of responsibility,

g) displays mastery of subject matter,

h) contributes to a collegial team environment,

i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA),

j)incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation,

k) displays awareness of relevant technological solutions,

l) works with internal and external stakeholders to meet resource needs of IOM.


a) Delivers on set objectives in hardship situations;

b) effectively coordinates actions with other implementing partners;

c) woks effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance MIDA objectives

Education, experience and competencies:
  • Completed university degree in Political Science, or Social Sciences, Business Administration, International Relations, International Law, or alternatively an equivalent combination of relevant training and experience, Master’s degree preferred.
  • At least 6 years working experience in program development, implementation, monitoring, and reporting.
  • Minimum 5 years working experience performing work in international or nongovernmental organization(s). Experience working in instructional capacity building, governance, and development. Experience working with the Somali diaspora and advantage.
  • Proficient in Microsoft Windows. Experience with web design or video editing, and website management an advantage.
  • Knowledge of IOM’s administrative procedures and administrative functions.
  • Experience working with Somali Institutions and Somali Government officials.
  • Kenyan National
  • Fluency in English. Somali language an added advantage

Method of Application:

Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:

International Organization for Migration (IOM)
Somalia Coordinating office in Nairobi
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606

Or send by email to:

Only short-listed applicants will be contacted.

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