Senior Project Assistant-IBM

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Open to Internal & External Candidates

Position Title


Senior Project Assistant-IBM

 Organizational Unit


 Programme Department

 Duty Station


 IOM Kigali, Rwanda



 General Service Staff, Grade G7 (UN salary Scale for GS staff)

Type of Appointment


 Special fixed term, nine (9) months with a possibility of extension

Estimated Start Date


 As soon as possible

 Closing Date 


December 18, 2018

 Reference Code 


 VN2018/14 – RW

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. Applications from qualified female candidates are especially encouraged. 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.


Under the direct supervision of the Senior Regional Programme Manager and the overall supervision of the Chief of Mission, the Senior Project Assistant will be responsible for all administrative and logistical requirements and provide project implementation and monitoring and evaluation support, as needed.

Core Functions / Responsibilities:

  1. Assist the Senior Regional Programme Manager with day to day management of the project activities
  2. Map relevant agencies for training, assessing current levels of knowledge and information needs, assist in developing training materials, and assisting workshop trainers/facilitators in conducting training sessions.
  3. Design and implement capacity assessments to identify current levels of knowledge and information needs of project stakeholders
  4. Design a data collection mechanism to support in order to map out the support being provided under the project
  5. In coordination with the Senior Regional Programme Manager, conduct capacity assessments during project implementation and provide recommendations on how the project should tailor its approach to respond to emerging needs.   
  6. Develop standardized templates for project activities, including ad hoc reports, questionnaires, surveys, profiles, and stakeholders’ evaluation and interviewing forms, among others.
  7. Develop relevant materials and presentations of project objectives and progress of activities and other written materials/documents related to the project deliverables. 
  8. Organize meetings, workshops and training with project stakeholders and partners
  9. In close collaboration with the Senior Regional Programme Manager, draft and circulate workshop reports, and maintain regularly updated contact information sheets for workshop participants.
  10. Coordinate logistical and technical preparation of key documents, including preparation and dispatch of letters of invitation, receipt of confirmations, sourcing of venues and food and beverage services, and preparation of meeting notes and documentation.
  11. Assist the Senior Regional Programme Manager to maintain effective and productive working relationships with government, civil society partners and UN counterparts.
  12. In close collaboration with the Senior Regional Programme Manager draft reports, collect, compile, analyze and present data and information regarding cases of trafficking in persons and assistance provided by IOM and its partners.
  13. Circulate all information or data of training and ensure reporting on the monitoring and evaluation framework; identify issues and deviations and initiate remedial actions.
  14. Participate in the design and implementation of monitoring and evaluation tools, including assessments, surveys, and interviews, in order to document and determine the progress and impact of the project
  15. Undertake travel duty as may be required for the implementation of project activities.
  16. Draft monthly progress reports, project reports, and power point presentations
  17. Any other duties that may be assigned from time to time

Required Qualifications and Experience


  • Completed High School certificate/diploma from an accredited academic with seven (7) years of relevant professional experience or,
  •  University Degree in Social sciences, Economics, Community development or another related field with 5 years                                                                  


  • Experience with project management and reporting, administration and government relations.
  • Experience in working with CSOs and proven ability to negotiate in favor of the Organization.
  • Excellent operational, organizational and communication skills and the ability to work harmoniously with other colleagues from diverse cultural and professional backgrounds.
  • Previous working experience with international organizations and government institutions working on migration and border management issues is a distinct advantage
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  • Mature individual, able to work independently, effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
  • Tolerant individual with ability to work with people from different backgrounds and with flexibility and able to work on overtime, when requested.
  • Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, word as well as good knowledge working with databases and online applications.


Fluency in English and Kinyarwanda is required. Knowledge of French and Swahili is an added advantage

Required Competencies


  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seek new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve the performance of self and others.
  • Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism – displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender-related needs, perspectives, concerns and promotes equal gender participation;
  • Technological Awareness – Understands applicability and limitation of technology and seeks to apply it to appropriate work;
  • Resource Mobilization – Establishes realistic resource requirements to meet IOM needs.


Appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on a medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.

This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorizations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of application).

How to apply:

Interested candidates are invited to submit their applications to by 18 December 2018 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page)  

Only shortlisted candidates will be contacted.

Posting period:

From 05.12.2018 to 18.12.2018

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