Operations and Program Assistant

Job Description

Title: Operations and Program Assistant

Company Name: International Organization for Migration (IOM)

Vacancy: Not specific

Job Location: Cox's Bazar

Employment Status: Contractual

Educational Requirements:
∎ University degree from an accredited academic institution preferably in International Relations, Political Science, Communications, Information Management, Computer Science or a related field;

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ Reference Code: SVN-59/2019/S - BD1
∎ Estimated Starting Date: As soon as possible
∎ Classification: G-5/01 (UN Salary Scale)
∎ Type of Appointment: Special Short Term (Initially 06 months; with possibility of
∎ extension)
∎ Division/Unit: Needs and Population Monitoring

Job Responsibilities:
∎ Under the general supervision of the Emergency Coordinator, and in coordination with the Operations Officers, the incumbent will be required to work towards the successful implementation of the Needs and Population Monitoring (NPM) program related projects in Cox's Bazar. The incumbent will be based in the IOM Sub Office located in Cox's Bazar.
∎ The incumbent will be assigned to the following tasks:
∎ Program: Implementation, Procedures, Monitoring and Reporting
∎ 1. In collaboration with Program Support Unit, provide inputs and assist in new projects proposal preparation.
∎ 2. Maintain up-to-date knowledge of all IOM projects in the relevant department and manage information flows.
∎ 3. Prepare reports of project activities for internal and external users as requested by the Program Manager.
∎ 4. Coordinate and liaise with Program Officers on the progress projects implementation.
∎ 5. Assist the Program Manager in the monitoring of financial aspects of projects.
∎ 6. Maintain records of projects files and documents related to Procurement, HR and Finance.
∎ Support, Finance and Procurement:
∎ 7. Monitor stock levels of the department's prepositioned materials in Cox's Bazar and Sub-Offices.
∎ 8. Liaise with IOM Procurement and Logistics unit for the follow up of the procurement of materials and the delivery to the field offices in a timely manner.
∎ 9. Advise the Program Manager of any deviations from the plan and propose necessary adjustments.
∎ 10. General operations troubleshooting and problem solving.
∎ 11. In close coordination with the RMU , monitor of project budget and financial expenditures and all administrative procedures in line with the work-plan, alert the Program Manager on shortfalls and over-expenditures.
∎ 12. Process advance and payment requests and initiative corrective action when necessary.
∎ Stakeholder Coordination and Liaison:
∎ 13. Support the coordination and management of communications.
∎ 14. Support the Operations Offices and participate in meetings with UN agencies, NGO's and other Stakeholders as required
∎ Training:
∎ 15. In coordination with the RMO, train the relevant department's staff on proper administrative procedures as per the mission and global SOPs.
∎ 16. In coordination with the RMO, train the relevant department's staff on the use of PRISM for monitoring of budgets.
∎ Operations:
∎ 17. Support the operational management of NPM field activities implementation including data collection, monitoring, and data verification activities.
∎ 18. In coordination with the Operation Officer, supervise field assessment with multi-layered data collection techniques to gather timely information about displacement, population mobility, movement flows, and any other source of data required.
∎ 19. Under the guidance of the Operation Officers, supervise field staff and enumerators.
∎ 20. Under the guidance of the Operation Officer, supervise the data collection activities (qualitative and quantitative) aimed at integrating protection and gender perspectives into NPM exercises.
∎ 21. Prepare and organize appropriate trainings for the data collection team on issues related to NPM operations, including data collection methods and procedures on a regular basis.
∎ 22. Prepare and organize appropriate trainings for external stakeholders and actors in coordination with sectors' leads and sector IMs request.
∎ 23. Liaise in the fields with relevant authorities, UN agencies, NGOs, Government authorities, and other stakeholders on operational issues relevant to the field activities. Represent NPM at relevant operational meetings in the field.
∎ 24. Support the organization and deployment of NPM missions to the field. Organize the logistics for and procurement of NPM materials to ensure timely response.
∎ 25. Be responsible of the smooth running of operations and management of administration and logistics related to field teams recruitment, payments and deployment.
∎ General Duties:
∎ 26. Any other related duties as may be assigned.

Additional Requirements:
∎ Two years of experience in humanitarian response or related field
∎ Experience in data collection and emergency humanitarian/assessment operations
∎ Operational field experience required;
∎ Emergency experience and previous project implementation and management experience, including project monitoring and reporting an advantage;
∎ Experience with handling confidential data;
∎ Excellent reporting and writing skills;
∎ Demonstrated team-building and information management skills;
∎ Demonstrated understanding of different data collection methodologies;
∎ Experience in data visualization and information design skills.
∎ Strong computer background, including experience with Microsoft applications, spreadsheets, and word processing. Skills in Adobe InDesign and Adobe Illustrator an advantage.
∎ Experience in relevant issues such as migration, displacement, and humanitarian assistance;

Application Deadline: July 10, 2019

Company Information:
∎ International Organization for Migration (IOM)
∎ Business : Inter-Governmental Agency and Specialized Agency to the United Nations

Category: NGO/Development