Спеціаліст/ка з Підтримки Програми / Programme Support Associate (IP Management)

Open to Internal and External Candidates

Position Title: Programme Support Associate (IP Management)
Duty Station: Kyiv, Ukraine
Classification: General Service Staff, Grade G5
Type of Appointment: Fixed-term, one year with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 16 August 2024 

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Chief of Mission and the Programme Support Officer (RRR) and the direct supervision of National Programme Support Officer, the successful candidate will work in Programme Support Unit (PSU) at IOM Country Office in Kyiv, Ukraine and will be predominantly responsible and accountable for supporting project teams with IOM Implementing Partners (IPs) managent that includes but is not limited to IPs selection process coordination, verification of related documentation, tracking of financial indicators, project implementation agreements drafting and coordination, supporting program staff with related consultations, providing IP MEAL team with related information as well as completion of other administrative tasks.

 Core Functions / Responsibilities:

1. Draft and/or provide verification of Terms of References for project components implementation entrusted to Implementing Partners (IPs);
2. Arrange and leade IP Selection Committee (IPSC) meetings, drafting and signing of meeting minutes;
3. Prepare and verify of documents sets for Call of Expression of Interest, pre-qualification, limited and direct selection cases;
4. Collect, verify and coordinate the received applications with IPSC;
5. Prepare IPSC Resolution and Evaluation documents in coordination with IPSC members;
6. Draft and coordinate the verification of project implementation agreements;
7. Conduct all necessary communication with IPs and project colleagues regarding project implementation agreement amendments;
8. Arrange briefings and trainings for project staff on IPs selection and contracting;
9. Support the due diligence assessment process;
10. Draft of all necessary presentations and managing statistical data related to work with Ips;
11. Contribute to the development of the digital database related to IPs management;
12. Assist in IPs MEAL framework mainstreaming among project colleagues and conduct related briefings for project staff;
13. Support IP Control, MEAL and IPs Cpacity Building Units with all needed information;
14. Work closely with IPC Unit on IP budgets verification and related coordination of needed aspects with IPs
15. Maintain local partnership related data base;
16. Support program colleagues with kick-off meetings arrangement related to the partnership;
17. Consult project colleagues about the process of vendor accounts, PRs, POs, OIPAs creation;
18. Identify areas for improvement and highlight them to the supervisor; and provide general inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the Unit;
19. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• High school diploma/certificate or equivalent with at least five years of relevant work experience; or
• Bachelor’s degree or equivalent from an accredited academic institution in Social studies, Internaional economy, Business and marketing or in related field from an accredited academic institution with at least three years of relevant professional experience

Experience

• Experience in implementing partners management and contracting is required;
• Knowledge of humanitarian activities and context as well as prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is substantial advantage;
• Awareness of IOM internal procedures, policies and regulations is advantageous;
• Attention to detail, ability to organize electronic and paper document flow in methodical and systematic way
• Ability to understand the Organization’s portfolio, procedures and structure;
• Proficient in the usage of office software packages (MS Word, Excel, PowerPoint, Outlook etc.);
• Capacity to work effectively and harmoniously in a team of colleagues of varied cultural and professional background;
• Discreet, details and results-oriented, patient and commitment to quickly learn new aspects of work.

Skills

• Good negotiation skills and ability to communicate in professional, polite and understanding manner with the main goal to contribute the the mutual understanding of the parties and professional goals achievement;
• Strong organizational skills;
• Excellent written and oral communication and interpersonal skills;
• Excellent writing and editing skills in Ukrainian and English;

Languages

For all applicants, fluency in English and Ukrainian is required (oral and written).

Competencies

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

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 1

• 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.

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 security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form and sending to [email protected] by 16 August 2024 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 02.08.2024 to 16.08.2024