Programme Assistant

General Functions:  

Under overall supervision of the National Programme Officer(s) of IBG and the direct supervision of the Senior Programme Associate(s) under IBG Unit, the incumbent will be responsible for supporting and assisting the achievement of the objective and results of the IBG Unit as well as successful day to day implementation of the unit projects’ activities.

Major Duties and Responsibilities:           

1. Assist and contribute to the IBG unit in implementation and monitoring of project activities.
2. Retrieve, compile, summarize, and present information/data on specific project topics.
3. Monitor budget; verify availability of funds; obtain necessary approval and update budget related information.
4. Prepare analytical notes of meetings, draft research reports, briefing notes, policy papers, and other materials as required
5. Support in preparation of concept notes, project proposals and other documentation under IBG Unit
6. Support administrative coordination of project implementation, involving liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
7. Assist monitoring project activities; update the project plan if necessary.
8. Organize meetings, workshops and training sessions.
9. Respond to general information requests and inquiries; set up and maintain files/records as well as create and maintain physical and electronic project-related files.
10. Perform other duties as may be assigned.

Required Qualifications:

Education:

• Bachelor’s degree in Social and/or Political Science, International Relations or related fields from an accredited academic institution with two years of relevant professional experience.
• Completed High school diploma from an accredited academic institution with four years of relevant experience.

Experience:

• Proven knowledge on integration and relevant national/international policies is an asset;
• Proven experience in project management particularly in matters related migration management;
• Training on project development and management is asset,
• Being able to travel,
• Good familiarity with diplomatic environment
• Proven analytical, interpersonal and organizational skills
• Good level of computer literacy.
• Experience in liaising with governmental authorities, other national / international institutions
• Experience working in the region an advantage.
• Experience in writing papers, briefings, articles.

Languages:

• Fluency in English and Turkish is required.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity:

Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.

• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.

• Promotes the benefits of diversity; values diverse points of view and demonstrates this in daily work and decision making.

• Challenges prejudice, biases and intolerance in the workplace.

• Integrity and transparency:

Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.

• Delivers on commitments; manages the organization’s resources reliably and sustainably.

• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.

• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behavior.

• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

• Professionalism:

Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.

• Seeks to raise professional standards in self and others through daily work and activities.

• Adapts quickly to change and is decisive and versatile in face of uncertainty.

• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.

• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies – behavioral indicators level 1

• Teamwork:

• Fosters a sense of team spirit by developing a shared understanding, accountability, and enthusiasm for the team’s work.

• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.

• Shares credit for team accomplishments and ensures that the contribution of others is recognized.

• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

• Delivering results:

•Produces high-quality results and workable solutions that meet clients’ needs.

• Anticipates constraints, identifies solutions, and takes responsibility for addressing critical situations.

• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.

• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

• Managing and sharing knowledge:

 •Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.

• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.

• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.

• Contributes to an environment that is conducive to innovation and learning.

• Accountability:

• Proactively seeks responsibility in delivering towards the goals of the Organization.

• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.

• Stands by the actions of team or department, publicly accepting ownership.

• Takes responsibility of own shortcomings and those of the work unit, where applicable

• Communication:

•Speaks and writes clearly and effectively.

• Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.

• Listens and seeks to understand without bias and responds appropriately.

• Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.

Other:

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

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

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

This is a local position and applications from candidates for non-Turkish citizens holding a valid

residence permit residing in Türkiye might be considered.

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to [email protected] or to IOM İlkbahar Mahallesi Konrad Adenauer Caddesi No: 63 Çankaya, Ankara Türkiye by the end of 6 January 2025.

Please note that only shortlisted candidates will be contacted.