Project Assistant

International Organization for Migration

Under the overall supervision of the Head of the Migration & Development Unit and the direct supervision of the National Program Officer, and in close coordination with the Youth Empowerment project team, the Project Assistant will be responsible to assist providing effective and efficient financial, administrative, and programmatic support to the youth empowerment team, as well as other related M&D project teams and activities.

1. Assist on the overall implementation, and reporting of the project, in compliance with Mission s and Donor s administrative, legal and procedural requirement;
2. Collect, maintain, and refresh all beneficiary-related database of the Youth Empowerment Pillar, through diligent follow-up;
3. Support coordination with other project pillars by sharing updates and maintaining good communication for joint activities when required.
4. Assist and support on the organization of activities, events and other meetings with key local stakeholders (local Government institutions, CSOs, etc.) and the private sector, inter alia, taking minutes of the meetings, brief notes/notes for the file;
5. Support the drafting of regular briefings, summaries, press releases, presentations, and other relevant information materials on project activities, when required;
6. Assist in drafting official correspondence (Letter, Notes Verbales, faxes) and dispatch official correspondence to Government, partners, other IOM offices on time and effectively;
7. Assist in drafting inputs concerning the team s activities to the monthly and interim reports in line with donor requirements and IOM standards and procedures ;
8. Contribute to the smooth daily running of internal procurement, and other administrative formalities for the implementation of activities and liaise with Supply Chain, Finance, and Administration and HR Units as needed;
9. Assist in creating and maintaining a proper documentation and systematic tracking and filing systems of administrative documents (including purchase requests, purchase orders, requests for payments, vouchers, HR forms) including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents and liaise with IOM staff as needed;
10. Maintain the confidentiality and integrity of all related information on the project, especially data concerning applicants and selected beneficiaries of the project;
11. Assist to facilitate the Staff duty travels including the preparation of the Travel Authorizations; assure that Security Clearances are requested and received, book hotels and transport and prepare and submit to Finance Travel Claims and follow up about their payment;
12. Undertake duty travel as needed;
13. Perform such other duties as may be assigned.