SVN 2016-01 Junior Assistant – International Organization for Migration (IOM)

SPECIAL VACANCY NOTICE 2016-01

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

Context:

The International Organization for Migration (IOM) has been entrusted by the European Commission to implement an Action supporting cooperation between the EU and African, Caribbean and Pacific (ACP) countries on migration issues. The Action includes a demand-driven technical support facility, a fund to support initiatives by non-state actors and provisions to collect and disseminate information and best practices. The Action is implemented by a team based in Brussels and in five IOM Regional Offices (ROs).

Under the supervision of the Programmes Coordinator and in close coordination with the Brussels-based Programme/Action Officers for Sub-Saharan Africa and for the Caribbean and Pacific Regions, the incumbent will support the implementation of activities of the “Action Supporting ACP-EU Cooperation on Migration and Development”.

Core Functions / Responsibilities:

1. In close coordination with the Brussels-based Programme/Action Officers and Assistant, contribute to the regular update and management of the Action’s rosters by managing the dedicated mail box; checking and filing applications and related documents; maintain correspondence with applicants through the dedicated mail box by replying to queries; suggesting modifications and improvement of the rosters and database for better usability and filtering processes;
2. In close coordination with the Brussels-based Programme/Action Officers and Assistant, contribute to the pre-selection of technical assistance experts and baseline assessment consultants by setting-up and organizing the selection processes by proposing selection criteria, requesting necessary documentation to candidates, setting up and arranging for their interviews, collecting references, filling necessary forms and filing all documentation related to the selection process;
3. In close coordination with the Brussels-based Programme/Action Officers, assist in the processing of demand-driven government requests for technical assistance under the Action and in the set-up, launch and management of the restricted call for proposals for Non State Actors (NSAs);
4. Assist in organizing and preparing events and meetings of the staff involved in the Action, in arranging travels, in preparing conferences organized in Brussels in close coordination with the Brussels-based Programme/Action Officers and with the support of RO Brussels accounting and finance staff;
5. Assist the Programmes Coordinator on matters related to the ACP-EU Action (agenda, meeting requests, preparation of documentation, filing, travel support, etc.);
6. As needed, assist the Programmes implementation with diverse tasks related to the ACP-EU Action including typing documents and reports of missions and meetings, filing documents and copying/editing and proofreading publications;
7. Perform any other duties as may be assigned by the Programmes Coordinator.

Required Competencies:

Behavioural

a) Takes responsibility and manages constructive criticism; b) Establishes and maintains effective working relationships with clients and stakeholders; c) Promotes continuous learning and contributes to colleagues’ learning; d) Writes and communicates clearly and effectively, adapting wording and style to the intended audience; e) Actively seeks new ways of improving programmes or services and proactively develops new ways to resolve problems; f) Plans work, anticipates risks, and sets goals within area of responsibility; g) Works effectively with people from different cultures by adapting to relevant cultural contexts; h) Contributes to, and follows team objectives; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.

Technical

a)Effectively applies knowledge of migration issues within organizational context

Required Qualifications and Experience:

 a)Secondary school diploma. Bachelor Degree from an accredited academic institutions preferably in Business or Public Administration or a related discipline is a distinct advantage; b) Minimum  two years of working experience in a similar  position preferably in an international environment; c) High level of computer literacy; d) Very good administrative skills; e) Good writing, drafting, editing and reporting skills in English and French; f) Very good organizational skills including experience with the organization of large events and meetings

Languages

Fluency in oral and written English and French is required.

Note:

Post is subject to local recruitment. Only persons holding a valid residence and work permit for Belgium will be eligible for consideration.

Method of Application:

Applications (Personal History Form or CV and motivation/cover letter) should be addressed to IOMBrusselsApplications@iom.int  quoting the above vacancy notice number.

Closing date: 27 January 2016