Position Title: Programme Support Officer
Duty Station: Juba, South Sudan
Classification: Professional Staff, Grade P2
Type of Appointment: Special short-term graded, six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 03 September 2023
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.
Context:
IOM is the principal inter-governmental organization working in the field of migration. IOM's mission is to promote humane and orderly migration by providing services and advice to governments and migrants.
IOM in South Sudan has a broad range of programming centred around three broad areas: humanitarian coordination and support; humanitarian response and resilience; and peacebuilding, transition and development. Humanitarian coordination and support includes leading/co-leading the Camp Coordination and Camp Management (CCCM) and Shelter and Non-Food Items (NFI) Clusters, Displacement Tracking Matrix (DTM), Water, Sanitation and Hygiene (WASH) and management of WASH and Shelter and NFI core-pipelines, humanitarian hubs and common transport services. Humanitarian response and resilience includes CCCM, WASH, Shelter & NFI, health, protection, gender equality and inclusion, mental health and psychosocial support and the management of a Rapid Response Fund. Under peacebuilding, transition and development, IOM South Sudan implements programming on housing, land and property Page issues, transition and recovery, transhumance conflict prevention, community-based violence reduction, community development and migration management
Under the overall guidance of the Chief of Mission and the direct supervision of the Programme Coordinator (PSU), the Programme Support Officer will be responsible for providing technical, administrative and logistical support to both the Chief of Mission and the Programme Coordinator (PSU) in relation to external stakeholders liaison and planning of meetings and events, management and follow-up to external commitments, relevant data and information collection from different IOM South Sudan units for donor reporting, project development and external representation, information management and production including donor reports, and workflow management.
Core Functions / Responsibilities:
Chief of Mission Support
- Support the Chief of Mission in managing core workflow and outputs on a timely basis, aiming to ensure that the COM is able to execute their duties and responsibilities and be prepared for all meetings.
- Draft briefs and talking points as required.
- Ensure that all follow-up from meetings is logged and concluded.
- Maintain the COM agenda including the travel agenda and proactively communicate changes and anticipate and respond to scheduling conflicts. Organize all relevant internal and external stakeholders’ meetings and events for COM, particularly with donors, other UN agencies, and government counterparts and ensure events are prepared and organized to the highest professional standards.
- As required, participate in those meetings and events, take minutes, prepare summaries, and facilitate two-way communication between senior management and programme managers (PMs) and focal points from relevant units.
- Liaise with external stakeholders as required, maintaining good relations at all times in this regard.
- Review reports, correspondence and other documents that are submitted to the COM for review and/or endorsement. Draft correspondence and other documents as needed.
Program Support Unit (PSU)
- Facilitate intra-Mission coordination in supporting the development and consolidation of inputs for information requests from Headquarters, Regional Office, other IOM missions and external partners including donors, Government, partner agencies and implementing partners.
- Support the development of project proposals, concept notes, briefs/info sheets, sit-reps and other donor updates by drafting technical inputs and by ensuring the collection of information and data from the different IOM South Sudan Units for this purpose.
- In close coordination with Reporting and Monitoring and Evaluation (M&E) Officers, review and edit donor reports from programme units to support compliance with donor regulations and obligations, as well as the report finalization process with the Regional Office for East and Horn of Africa in Nairobi and Headquarters.
- Ensure timely and efficient information flow within the IOM South Sudan mission.
- Organize all relevant internal and external stakeholders’ meetings and events for PSU, particularly with donors, other UN agencies, and government counterparts and ensure events are prepared and organized to the highest professional standards.
- As required, participate in those meetings and events, take minutes and prepare summaries.
- Liaise with external stakeholders as required, always maintaining good relations in this regard.
- Perform such other duties as may be assigned
Required Qualifications and Experience:
Education
- Master’s degree in political or social Science, Law, International Relations or a related field from an accredited academic institution with two years of relevant experience; or,
- University degree in the above fields with four years of relevant professional experience.
Experience
- Experience with workflow management, organisation and coordination of meetings and events with external stakeholders and documentation management and review;
- Experience in the production of information products including but not limited to donor reports and project proposals and concept notes; and,
- Experience in liaising with external stakeholders including but not limited to other UN agencies, donors, and senior government official.
Skills
- Planning and organization skills;
- Knowledge of Microsoft suite products, particularly Word, Excel, and PowerPoint; and
- Ability to coordinate with both external and internal stakeholders.
Languages
IOM’s official languages are English, French, and Spanish.
For this position, fluency in 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.
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Required Competencies:
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 2
- 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
- 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.
IOM’s competency framework can be found at this link.
https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf
Competencies will be assessed during a competency-based interview.
How to apply
Interested candidates are invited to submit their applications HERE via PRISM, IOM e-Recruitment system, by 03 September 2023 at the latest, referring to this advertisement.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
For further information please refer to: www.iom.int/recruitment
No Fees:
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.
Requisition: SVN 2023 306 Programme Support Officer (P2) Juba, South Sudan (58307856) Released
Posting: Posting NC58307857 (58307857) Released