Старший/-а Асистент/-ка проєкту / Senior Project Assistant (NFI/ Winterization/ Distribution) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Position Title: Senior Project Assistant (NFI/Winterization/Distribution)
Duty Station: Kyiv, Ukraine
Classification: General Service Staff, Grade G6
Type of Appointment: One Year Fixed-Term with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 12 October 2022

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 direct supervision of the Programme Coordinator (Housing) and in close coordination with the common pipeline team, the successful candidate will support IOMs efforts to improve living conditions of crisis affected population across Ukraine.

The incumbent will be responsible for providing specialize assistant for the planning of the solid fuel distribution across the country and the set up large scale material distribution management within the shelter and NFI programme.

Core Functions / Responsibilities: 

1. Identify and recommend suitable supply routes for large scale winterization distribution including storage yards and warehouses (temporary and permanent).
2. Participate in the development of a distribution plan together with relevant teams, the procurement unit, local and international partners.
3. Coordinate the hiring of necessary work force for loading and unloading, processing of solid fuel. Ensure all necessary tools and equipment is in place and processing yards are maintained according to best practices. 
4. Assist the project officer with the coordination with Logistics and Procurement Unit on the procurement process, delivery of program items, and with the bidding processes. 
5. Monitor activities and Implementing Partners continuously, to keep track of work and budget plans and ensure high quality delivery of services. Report potential gaps/delays in the implementation to the PM.
6. Closely coordinate with local Government beneficiary lists and distribution plans. Verify selected beneficiaries are within the agreed selection criterias.
7. Maintain program trackers up to date and reflecting field activities correctly.
8. Check distribution activities at field level are implemented in line with safety measures and visibility requirements of donors.
9. Contribute as requested to the reports by providing inputs and data (including weekly, monthly, interim and final project reports), in addition to submitting regular progress reports.
10. Conduct quality control and document progress of delivery and distribution. Navigate changes and correction where necessary and needed. Document any changes from original plans and coordinate closely with the programme management and procurement units.
11. Adhere to the highest standard to IOMs policy on the Prevention of Sexual Exploitation and Abuse (PSEA) and monitor implementation partner and contractor implement those standards to the same level.
12. Participate in coordination of shelter/NFI related meetings with external stakeholders (governmental, other aid actors, affected population), cluster technical working groups as instructed by Program Manager and Program Officer.
13. Ensure proper filing of documents according to data protection and confidentiality protocols.
14. Perform any other duties that may be assigned.

Required Qualifications and Experience

Education

• High school diploma with six years of relevant experience; 

OR

• Bachelor’s degree or equivalent in logistics management, economics, public administration from an accredited academic institution with at least 4 years of relevant professional experience

Experience 

• Experience in the field of logistics and distribution management.
• Experience in design, planning and implementation supply chains.
• Experience working with a non-governmental organization and/or international organization is an advantage. 
• Excellent knowledge supply chain planning, logistics and distribution management.
• Knowledge of applicable codes, policies, standards and best practices related to project 
• Proficiency in computer applications (MS Word, Excel, Outlook etc). 
• A sound and up-to-date knowledge of local governance and policies
• Ability to work quickly and accurately and pay attention to detail. 
• Ability to meet deadlines and work under pressure.
• Ability to present clear and concise information and good communication skills.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Languages

Fluency in English and Ukrainian is required. Other UN languages are desirable.

Required Competencies

Behavioural 

Accountability

• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings

 Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

 Continuous Learning

• Contributes to colleagues’ learning
• Demonstrates interest in improving relevant skills
• Demonstrates interest in acquiring skills relevant to other functional areas
• Keeps abreast of developments in own professional area

Communication

• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluation

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team’s work

Technological Awareness

• Learns about developments in available technology
• Proactively identifies and advocates for cost-efficient technology solutions
• Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

• Establishes realistic resource requirements to meet IOM needs

Other

Any offer made to the candidate in relation to this special 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 on IOM Personal History Form (https://ukraine.iom.int/sites/g/files/tmzbdl1861/files/documents/personal_history_form_2016.xls) to [email protected] Відправити резюме   by 12 October 2022 at the latest, referring to this advertisement in the subject line of your message.  

Only shortlisted candidates will be contacted. 

Posting period:

From 28.09.2022 to 12.10.2022