Vacancy
No:
SCO/034/2013
Functional Title: Field Grants Administrative Assistant
Department: Transition Initiatives for Stabilization (TIS)
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:-
- 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.
- 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.
- Update and
further develop the regional donor reports database.
- 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.
- Develop and
manage strategies and mechanisms for data collection and information flow
to keep critical data current.
- 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).
- 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.
- Provide the unit
specialists with administrative and logistic support.
- 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
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
- Completed
University degree, preferably in Information Technology, Political
Science, Social Science, International relations or Development Studies or
an equivalent combination of training and experience
- 5 years’
experience in information management
- Programming
knowledge and experience in database development and management
- Familiarity in
general migration issues
- Knowledge of
Eastern Africa and its migration challenges a merit
- Experience in
administrative and organizational management
- Practical
knowledge of standard software packages (MS Excel, Word, Access,
PowerPoint)
- Knowledge of GIS
is an asset
VI.
Languages
Required
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
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