Senior Project Assistant Compliance at International Organization for Migration (IOM): (Deadline 5 January 2023)

Senior Project Assistant Compliance at International Organization for Migration (IOM): (Deadline 5 January 2023)

VACANCY NOTICE

Open to Internal and External Candidates Only 

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:

Under the overall supervision of the Chief of Mission, the direct supervision Movement Operations Manager and the technical supervision of the Operations Officer Field  Support and in close coordination with the USRAP Oversight Officer, the Senior Project Assistant, Compliance (Movement Operations and Program Integrity Guidelines), has the following duties and responsibilities:

Core Functions / Responsibilities:  

1. Oversee and undertake compliance activities in Movement Operations, including activities related to project monitoring and evaluation, training, youth services, project reporting, project support and/or protection; and undertake activities related to the implementation of the USRAP Program Integrity Guidelines in Movement Operations in Rwanda.

2. In close coordination with the Project Manager and USRAP Oversight Officer, assist in the design and implementation of assessments, surveys, and other tools and activities pertaining to the Program Integrity Guidelines. Ensure a high quality of data by confirming accurate collection, entering, maintaining, safeguarding and reporting of data related to USRAP Program Integrity Guidelines elements.

3. Assist in increasing staff’s knowledge of the requirements of the Program Integrity Guidelines through regular, accurate information sharing, advising Project Managers, answering staff questions, and providing trainings.

4. In coordination with the relevant Project Managers, develop plans to facilitate full compliance with the Program Integrity Guidelines and address any compliance violations.

5. As necessary, provide technical and administrative support to the Project Managers and USRAP Oversight Officer in identifying and adjusting approaches to compliance with the Program Integrity Guidelines requirements. Support Project Managers and the USRAP Global Team in using the Guidelines information effectively for decision-making.

6. Organize, coordinate and maintain detailed records of documents and activities pertaining to the compliance with the Program Integrity Guidelines. Compile information and draft, edit and design annual USRAP Program Integrity Guidelines reports.

7. In close coordination with the USRAP Oversight Officer, support monitoring and evaluation activities for Movement Operations, including, if assigned, planning monitoring and evaluation activities; designing monitoring and evaluation mechanisms, such as surveys, interview protocols and focus group topics; administering surveys, interviews and focus groups; analyzing monitoring and evaluation data; and reporting on data to relevant persons.

8. Oversee and plan training activities for Movement Operations staff members, including serving as a Training Focal Point for the region in close coordination with the RMM HR-Business Partner. Coordinate with management and staff members to identify training needs within the region; plan, organize and administer trainings; support the delivery of trainings; learn to deliver, and deliver, trainings; report to the HR-Business Partner and Staff Learning and Development (SDL) at HQ on trainings that are held; and contribute as needed to the development of new training packages.

9. Oversee and undertake compliance activities in Movement Operations, including activities related to project monitoring and evaluation, training, youth services, project reporting, project support and/or protection; and, undertake activities related to the implementation of the USRAP Program Integrity Guidelines in Movement Operations in Rwanda.

10. In close coordination with the Project Manager and USRAP Oversight Officer, assist in the design and implementation of assessments, surveys, and other tools and activities pertaining to the Program Integrity Guidelines. Ensure a high quality of data by confirming accurate collection, entering, maintaining, safeguarding and reporting of data related to USRAP Program Integrity Guidelines elements.

11. Assist in increasing staff’s knowledge of the requirements of the Program Integrity Guidelines through regular, accurate information sharing, advising Project Managers, answering staff questions, and providing trainings.

12. In coordination with the relevant Project Managers, develop plans to facilitate full compliance with the Program Integrity Guidelines and address any compliance violations.

13. As necessary, provide technical and administrative support to the Project Managers and USRAP Oversight Officer in identifying and adjusting approaches to compliance with the Program Integrity Guidelines requirements. Support Project Managers and the USRAP Global Team in using the Guidelines information effectively for decision-making.

14. Organize, coordinate and maintain detailed records of documents and activities pertaining to the compliance with the Program Integrity Guidelines. Compile information and draft, edit and design annual USRAP Program Integrity Guidelines reports.

15. In close coordination with the USRAP Oversight Officer, support monitoring and evaluation activities for Movement Operations, including, if assigned, planning monitoring and evaluation activities; designing monitoring and evaluation mechanisms, such as surveys, interview protocols and focus group topics; administering surveys, interviews and focus groups; analyzing monitoring and evaluation data; and reporting on data to relevant persons.

16. Oversee and plan training activities for Movement Operations staff members, including serving as a Training Focal Point for the region in close coordination with the RMM HR-Business Partner. Coordinate with management and staff members to identify training needs within the region; plan, organize and administer trainings; support the delivery of trainings; learn to deliver, and deliver, trainings; report to the HR-Business Partner and Staff Learning and Development (SDL) at HQ on trainings that are held; and contribute as needed to the development of new training packages.

17. If required, oversee protection activities related to vulnerable beneficiaries, such as children, the elderly, survivors of gender-based violence (GBV), persons with disabilities, lesbian, gay, bisexual, transgender and intersex (LGBTI) persons and other marginalized individuals, including, if assigned, providing training, drafting Standard Operating Procedures (SOPs), tools and reference materials, monitoring implementation of SOPs and tools, providing regular reports on at-risk cases, liaising with colleagues on relevant issues, and analyzing or completing documentation related to youth.

18. If required, administer the Transit Center Youth Services area, maintaining an environment that is conducive to the education of children and young adults. In this capacity, provide equal access to all children, arrange for adequate supervision, promote the center through visual materials and announcements, and ensure equipment and materials are available, appropriate, clean and safe for use by children. Create and organize youth-themed recreation times and classes using known curriculum in the appropriate language(s). Identify creative ways to deliver Transit Center-relevant lessons related to personal hygiene, environmental awareness and community health. Work with Transit Center staff members to ensure that special attention to the stocking of items used by children.

19. Maintain and promote the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

20. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA.)

21. Perform other relevant duties as assigned.

Required Qualifications and Experience

Education

• University degree in statistics, business administration/management, economics, or a related field from an accredited academic institution with four years of work experience, or

• Completed secondary education with six years of relevant working experience.

Experience  

• At least 4-6 years of relevant experience (please see above) such as office/business administration, customer service, TOT, record keeping, compliance, monitoring and evaluation, clerical duties, etc.

• Experience in creating and maintaining computer and paper files;

• Prior experience with tools and strategies for data collection and analysis, and production of reports preferred;

• Experience with USRAP programs;

• Experience with USRAP processing systems, such as WRAPs, MiMOSA, etc

Experience working in a multi-cultural setting.

Skills

• Strong interpersonal and communication skills.
• Attention to detail and ability to organize.
• Self-motivated, objective driven and able to use own initiative and work under pressure with minimum supervision.

Languages

• Fluency in English and Kinyarwanda is required (oral and written).
• Working knowledge of French and Swahili is an advantage.

Required Competencies

The candidate is expected to demonstrate the following values and competencies:

Values – All IOM staff members must abide by and demonstrate these three values: 

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

• 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.

Core Competencies  

• Teamwork: Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.

• Delivering results: Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
• Managing and sharing knowledge: Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
• Accountability: Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
• Communication: Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorisations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of application).

How to apply:

Interested candidates are invited to submit their applications to [email protected].

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a CV  and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

Posting period:

From 23 December 2022 to 05 January 2023