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Under the overall supervision of the Head of Kenya Country Office and the direct supervision of the Head of Operations East and Southern Africa, the successful candidate will be based in Nairobi, Kenya and will have the following project management duties and responsibilities in the areas of project support, budget support, reporting, public affairs, event coordination, interpretation management and resources management coordination.
Core Functions / Responsibilities:
- Support the Head of Operations East and Southern Africa in project development, implementation and reporting activities, including providing inputs for budgets and project
- proposals and reviewing and updating USRAP-specific policies in coordination with USRAP and Country Office management.
- When requested, assist the Head of Operations East and Southern Africa in monitoring spending across the project region, and flagging areas of under or overspending to Project Management.
- Coordinate report drafting and informational materials, including flash reports, updates, surveys, bulletins, factsheets, and dashboards addressing a wide variety of USRAPrelated topics. Facilitate collaboration and revision processes to produce high quality, timely, topical, and polished pieces that integrate relevant IOM approaches, policies, and guidelines. Support the production of materials with data visualizations and formatting and, where relevant, work with a designer and/or communications specialist to ensure materials are in line with Organizational branding and professional standards.
- Oversee the organization of a wide range of events, including meetings and activities,
- Country Office-level events, town halls and high-level visits. Manage the production of event-related outputs, including briefs, meeting agendas and minutes, reports, fact sheets, and presentations. Provide coordination support for management and staff visits to other entities and IOM missions, including preparing visit agendas, scheduling appointments, and maintaining relevant correspondence. Where relevant, liaise between
- Project Managers and with other Project Officers on cross-departmental meetings.
- Oversee the identification, recruitment, and training of interpreters for USRAP activities.
- Maintain a roster of Interpreters with the languages, citizenship, recommendations on further engagement with USRAP and assist with bringing them on board as required for these Country Offices.
- Coordinate between Management, the Resources Management Unit(s) (RMU) in the relevant Country Offices in the Region, and other relevant entities to ensure the project is observant of financial, administrative and procurement requirements in line with IOM rules and regulations and that all resources management needs are being met within the project. Ensure procurement-related work is organized efficiently and on time through the preparation and monitoring of Quarterly Procurement Plans.
- Oversee staff focused on project management support duties in the areas of project support, reporting, interpretation management and resource management coordination.
- Hire staff, provide training, technical assistance, and information on changes to workflows and procedures, assign duties, and give feedback on performance on a regular basis to ensure high quality work and accurate completion of duties.
- Help identify knowledge gaps and recommend opportunities for the expansion of data collection activities that will contribute to future reports and informational materials.
- Oversee the periodic review and update of internal USRAP project administrative workflows and organizational charts to continually track and streamline procedures.
- When required, liaise with the USRAP HR Business Partner in IOM USRAP Washington, D.C. and HR units in various Country Offices in the Region regarding the background check process for new and current staff. Alert the Head of Operations East and Southern
- Africa of any process issues.
- Maintain and ensure the confidentiality and integrity of all USRAP project-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert Head of Operations East and Southern Africa or the Deputy Head of Operations, Africa of any non-compliance to SOPs or codes of conduct.
- Perform such other duties as may be assigned.
- Master’s degree in social science, International Relations, Regional Studies or a related field from an accredited academic institution with two years of relevant professional experience or University degree in the above fields with four years of relevant professional experience.
- Experience in USRAP, particularly in processing or movement operations activities, such as field support, movements, data processing, employment verification, case creation, pre-screening, USCIS adjudications support, scheduling, field support and out-processing, is essential;
- Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial and business rules and practices is desirable;
- Strong written and verbal communication skills and ability to effectively communicate with and lead a team;
- Demonstrated proficiency with START is an advantage; and,
- Excellent computer skills and a high level of proficiency in spreadsheet and database applications
- Inclusion & respect for diversity
- Celebrates diversity in all its forms
- Shows respect and sensitivity towards gender, culture, race and ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people from different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrates this in daily work and decision making.
- Proactively addresses any prejudice, biases and intolerance in the workplace.
- Actively contributes to creating and maintaining a safe, harmonious, and respectful working environment free from all forms of discrimination, harassment, (including sexual harassment) and abuse of authority
Integrity & transparency
- Upholds and promotes the United Nations Charter, IOM’s Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the Organization’s resources honestly, reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behavior.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
- 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.
How to Apply
Interested candidates are invited to submit their application by sending a Motivation Letter
and the updated CV to the email address firstname.lastname@example.org referring to this advertisement
Closing Date : 1st December 2023