Project Assistant (Climate Mobility Innovation Lab)

Job Description

Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Director of the Climate Action Division (CAD) and the direct supervision of the Chief of CMIL, the technical supervision of the RMO in Italy, and in close coordination with relevant programme, administrative and finance units at the Country Office, Headquarters and Administrative Centres, the Project Assistant  (Climate Mobility Innovation Lab) will assist in project monitoring and administrative functions, providing support to CMIL Mediterranean project activities implemented by the Climate Mobility Innovation Lab (CMIL) Mediterranean hub.

The IOM Country Office in Italy supports a range of programmes and initiatives addressing migration. The CMIL Mediterranean hub leads the implementation of activities contributing to the advancement of innovative solutions to address migration and climate change issues. The incumbent will assist with programme-specific finance and administrative tasks, including budget monitoring,financial tracking and administrative coordination, to support accurate, timely and compliant management of operations in line with IOM financial rules, procedures and donor requirements.

Responsibilities

1. Assist in project operations and in administrative and financial monitoring of project activities. 
2. Prepare financial information/data on specific project needs.
3. Assist in tracking budgets; verify availability of funds; obtain necessary approvals and update budget related information. 
4. Support with monitoring of administrative processes of project implementation, including follow up with relevant units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
5. Draft status reports, identifying shortfalls and bring issues related to compliance to the attention of the supervisor.
6. Draft correspondence on project issues; assist in preparing and updating reports, briefing notes, graphics, statistical tables, presentation and other forms of documentation. 
7. Organize meetings, workshops and training sessions; respond to general information requests and inquiries; set up and maintain files/records. 
8. Assist in monitoring internal workflows in close coordination with relevant internal units, including but not limited to procurement.
9. Perform other related duties as assigned.

Qualifications

Required Qualifications and Experience

Education

• High School diploma with five years of relevant experience; or,
• Bachelor’s degree in Finance, Accounting, Business Administration, Economics or a related field from an accredited academic institution with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in finance, accounting, budget monitoring or administrative support functions, preferably within an international organization, UN agency or public sector environment.

• Experience in monitoring budgets, tracking expenditures, verifying availability of funds and supporting financial reporting.

• Familiarity with financial rules, procedures and internal controls, including support to audits and financial reviews.

• Experience liaising with programme managers, administrative units and external counterparts on finance‑ and budget‑related matters.

• Prior experience working in an international or multicultural environment is an advantage.

Skills

• Good knowledge of financial administration, budget monitoring and basic accounting principles.

• Familiarity with IOM or UN financial rules and regulations, including IPSAS, is an advantage.

• Attention to detail and accuracy in financial data processing and reporting.

• Ability to organize, prioritize and manage multiple financial and administrative tasks within deadlines.

• Proficiency in standard office software and financial or enterprise resource planning (ERP) systems.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Italian is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five 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.

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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