IOM - Senior Programme Assistant - Erbil

Context/Reporting line:
Under the general guidance of the Head, Peace Building and Stabilization Division (PSD), the overall supervision of the Senior Programme Coordinator (Peace Bldg& Stabl), and the direct supervision of the Program Coordinator (legal advisor), the incumbent will be responsible for the planning, implementation, and monitoring of IOM Legal Assistance Program in Iraq.
 

Core Functions / Responsibilities
1. Provide direct supervision and remotely managing legal assistance program operational staff in the area of intervention, reporting any substantiated staff performance concerns and recommendations for improvement or corrective action to the program coordinator (legal advisor)
2. Act as the unit’s primary focal point for the organization of conferences, trainings, workshops, and events, working closely with logistics and finance to ensure that programme requirements are met.
3. Keeps staff members informed of directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the program coordinator’s attention
4. Supervise Office Assistants to ensure that they carry out their duties properly and guide and advise them accordingly in the day-to-day administrative activities
5. Monitoring budget/work programme with respect to various budgets, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
6. Take a leading role in initiating and following up on IOM and third-party contracts, working closely with PSD admin team, IOM Iraq HR and Stars Orbit colleagues, and in following up to ensure the accurate and timely payment of consultants
7. Provide information and clarification to national team members on office management and propose improvements to administrative procedures.
8. Support the tracking of and follow up on project commitments and expenditures and summarize the financial status of projects withing the program. This will be done on the basis of the analysis provided by admin and finance colleagues.
9. Organize and keep project files and documents in an established filing system.
10. Take the lead in drafting Notes for File (NFF), meeting minutes, and other documents and reports.
11. Ensure coordination with admin, Procurement and Logistics department regarding cash flows for the implementation of legal representation. .
12. Draft and translate correspondence and other materials from Arabic into English and vice- versa, Kurdish into English and vice-versa, as needed.
13. Identify bottlenecks in project implementation and work with the [program coordinator to identify viable solutions.
14. Ensure information sharing, coordination, and communication within the team and with other teams
15. Perform any other duties and functions as assigned.