Project Assistant

Under the overall supervision of the Head of Office (HoO) in Portugal and the direct supervision of the Senior Project Associate (G7), the Project Assistant (G4) will support the implementation of the PONTES project, a capacity-building initiative aimed at strengthening the preparedness of Portuguese institutions for the implementation of the European Pact on Migration and Asylum. The incumbente will provide administrative, logistical, and technical assistance, contributing to project coordination, monitoring, reporting, and stakeholder engagement in line with IOM procedures and donor requirements.

1. Assist in the implementation and monitoring of project activities. 

2. Retrieve, compile, summarise, and present information/data on specific project topics.
3. Monitor budget by verifying availability of funds, obtaining necessary approval and updating budget-related information.   
4. Support administrative coordination of project implementation, involving liaison with diverse organisational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
5. Draft status reports, identify shortfalls in delivery and bringing them to the attention of supervisor. 
6. Draft correspondence, reports, briefing notes, graphics, statistical tables, presentations and other forms of documentation. 
7. Organise meetings, workshops and training sessions. 
8. Respond to general information requests and inquiries. Set up and maintain files/records.
9. Perform such other relevant duties as maybe assigned.

EDUCATION

• Bachelor’s degree in Law, International Relations, Political Science, Sociology, Human Rights Studies, Public Administation or a related field from an accredited academic institution with two years of relevant professional experience; or,

• High School diploma with four years of relevant professional experience.

EXPERIENCE

• Experience in liaising with governmental authorities, national/international institutions, United Nations agencies and non-governmental organisations;

• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking and other vulnerable groups; and,

• Prior work experience with international humanitarian organisations, non-government or government institutions/organisation in a multi-cultural setting is an advantage.

SKILLS

• Knowledge of the European Pact on Migration and Asylum, including asylum, reception, screening, integration and fundamental rights safeguards. 

• Understanding of international protection principles, refugee protection and rights-based approaches. 

• Familiarity with the Portuguese asylum and reception system and key stakeholders involved in Pact implementation. 

• Capacity to review and interpret legal, policy, and technical documents and transform them into training and capacity-building products. 

• Experience in developing presentations, training toolkits, manuals, e-learning courses, and other digital learning materials.

• Ability to support capacity-building activities, trainings and inter-institutional coordination. 

• Strong drafting, reporting and information management skills. 

• Good stakeholder engagement and communication skills.  

• Proficiency in Microsoft Office applications.

SECTION 5

Languages[1]
IOM’s official languages are English, French, and Spanish. 

REQUIRED

For this position, fluency in Portuguese is required (oral and written).

DESIRABLE

NA

SECTION 6

Competencies[2]

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

VALUES - All IOM staff members must abide by and demonstrate these five values:

 

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

 

CORE COMPETENCIES - Behavioural indicators – Choose a level.

 

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.