I. Position Information

Position title

Program Coordinator´s Assistant

Position grade

G4

Duty station

San José, Costa Rica

Position number

20073020

Job family

Operations

Organizational unit

10007937

Is this a Regional, HQ, MAC, PAC, Liaison Office, or Country Office based position?

Country Office

Position rated on

Reports directly to

20069761

Number of Direct Reports

0

II. Organizational Context and Scope

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. 

The Western Hemisphere Program funded by the United States Department of State, Bureau of Population, Refugees and Migration (PRM), seeks to strengthen the capacities of States in Central America, Mexico, and the Caribbean to manage migration in a humane and sustainable manner. The Program has four pillars: migration management, regional dialogue and partnerships, migration crisis management, and communication for development. 

Under the overall supervision of the Regional Director and the direct supervision of the Western Hemisphere Program Coordinator, the Assistant will develop its activities in support of the Western Hemisphere Program (WHP) and will be responsible for the following duties:

III. Responsibilities and Accountabilities

1. Provide general/clerical assistance in the implementation of the Senior Regional Program Coordinator activities.
2. Receive, direct, and communicate the telephone and email messages of the Senior Regional Program Coordinator
3. Keep updated appointment calendar of the Senior Regional Program Coordinator
4. Retrieve, compile, summarize, and present information/data on specific project topics.
5. Assist in monitoring budget and updating budget related information.  
6. Support administrative coordination for project implementation, involving liaison with diverse organizational units or external parties to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions.
7. Draft status reports, correspondence, briefing notes, graphics, statistical tables, presentations, and other forms of documentation.
8. Support the organization of meetings, workshops, and training sessions.
9. Respond to general information requests and inquiries; set up and maintain files/records. 
10. Support to develop and implement the Purchase and Procurement Plan and follow the administrative processes of the Program. This includes the preparation of payment requests and  follow the payment schedule.
11. Perform other related duties as assigned.

IV. Required Qualifications and Experience

Education

Experience

• Experience in liaising with governmental authorities,  national/international institutions, United Nations agencies and non-governmental organizations;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• Written communication
• Verbal communication
• Organization
• Time management
• Attention to detail
• Problem-solving
• Independence
• Accuracy
• Travel Arrangements
• Legal Familiarity
• Managing Databases
• Microsoft Access
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word

V. Languages

Required

(specify the required knowledge)

Desirable

Fluency in English and Spanish (oral and written).

French

VI. Competencies

The incumbent 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 – behavioural indicators level 3

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

El/la candidato/a deberá enviar su CV, con tres referencias laborales (nombre, cargo, teléfono y correo electrónico), junto con una carta de motivación de máximo una página de extensión, al correo: COSanJoseVacancies2@iom.int haciendo referencia a la vacante: “SVN 2020-033 Program Coordinator´s Assistant”.