Back Project Assistant

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 candidates are considered first-tier candidates.
  Context

Under the direct supervision of the National Project Officer, the incumbent will support the implementation and further development of the harmonization portfolio under the Labour Mobility and Social Inclusion Unit of IOM Türkiye, and will be responsible for supporting the achievement of the objectives and results of the projects as well as successful day to day implementation of the activities under EU funded project ‘Promoting Sustainable and Socially Inclusive Labour Market Integration’.

Türkiye hosts the largest refugee population in the world, with several million foreign nationals living in the country, including approximately 2,5 million Syrians under Temporary Protection (SuTPs) and around 300,000 Persons under International Protection (PuIPs). Given the considerable size and diversity of the migrant and refugee population, providing means for their social and economic integration is a very challenging process for both national and local authorities. In response to the challenges, the “Promoting Sustainable and Socially Inclusive Labour Market Integration” project aims to increase formal employment of SuTPs, PuIPs and host community members and strengthen the harmonization process in Türkiye.

1. Contribute to the implementations of day-to-day administrative requirements of the project, including maintaining correspondence, filing systems, records, and documentation in line with IOM procedures.
2. Assist to organize and provide logistical support for project meetings, workshops, training sessions, field visits, and other events (venue booking, travel arrangements, participant lists, interpretation, catering, materials).
3. Serve as a focal point for administrative liaison with internal units (procurement, HR, finance, logistics, etc.) and external stakeholders (vendors, service providers, government counterparts).
4. Prepare purchase requests, quotations, and other procurement documentation in line with IOM rules and regulations and follow-up the delivery of goods and services.
5. Verify invoices, payment requests, and supporting documentation; liaise with finance colleagues to
support the timely processing of payments.
6. Assist in budget monitoring by maintaining updated records of expenditures, commitments, and balances, and flagging discrepancies or potential shortfalls.
7. Support implementation and monitoring of project activities, contributing to the timely collection and consolidation of information from partners and beneficiaries.
8. Draft and prepare routine and ad-hoc reports, briefing notes, presentations, statistical tables, and other project documentation.
9. Maintain and update project databases, filing systems, and archives to ensure accuracy, confidentiality, and easy retrieval of information.
10. Assist in tracking progress against project indicators and results frameworks.
11. Assist in coordinating activities with implementing partners, local authorities, UN agencies, NGOs, donors, and other relevant stakeholders.
12. Provide administrative support for partnership agreements, contracts, and Memoranda of Understanding, including follow-up on deliverables and compliance.
13. Participate in coordination meetings as required, draft minutes, and follow up on agreed action points.
14. Respond to information requests and inquiries related to project administration.
15. Perform any other duties that may be assigned in relation to the efficient implementation of the project.

Education

High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law or related fields from an accredited academic institution, with three years of relevant professional experience.

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

Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organizations;
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups; and,
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Knowledge of the broad range of migration related subject especially social cohesion areas is an advantage.

  Languages

• Fluency in Turkish and English is required. IOM’s official languages are English, French and Spanish. 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 three values:
• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.