Project Associate

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Under the general coordination of the Director, Office for the Coordination of the Mediterranean and Chief of Mission in Italy and Malta and the direct supervision of the Project Manager, the incumbent will perform the duties listed below as Project Associate within the Facilitated Migration and Vulnerable Groups Unit, supporting the implementation of activities related to the safe and dignified transfer of IOM’s beneficiaries. 

1. Assist in facilitating safe departure and arrival of all beneficiaries during internal and international transfers, supporting transfer arrangements, including ground transportation, as necessary, as well as of all formalities at border points, if applicable.

2. Provide assistance to IOM’s beneficiaries at the Rome FCO airport or other identified airports through the arrival and check-in procedures, at the Border Police checkpoints, taking care of all the accompanying documentation, in close coordination with the team. 

3. Assist in liaising with IOM Missions in the countries of residence or of destination of IOM’s beneficiaries, as well as with Headquarters Departments for movement-related operations.

4. Report any unforeseen events (i.e. no-shows, flight delays, cancellation, etc.) and assist in addressing them in a timely manner, in close coordination with the relevant colleagues.

5. Assist in identifying routings and surface and ferry transportation providers necessary for the implementation of project activities, in line with established procedures and guidance, and support procurement-related procedures, in close coordination with the Mission’s Procurement unit (e.g. preparation and follow-up of PRFs and POs).

6. Assist in identifying best possible accommodation options for beneficiaries in need of such support in conjunction with their internal or international transfers.

7. Timely input data in the dedicated project database related to movement activities; this may involve the use of MIMOSA. 

8. Assist the project manager in coordinating with the Resource Management Unit all aspects related to payments, invoices, reimbursement of different carriers.

9. Assist all IOM staff travelling on duty within project activities (meetings, monitoring missions, study tours, etc.) and as escorts by supporting travel arrangements, including ticketing. 

10. Record movement and ticket costs in the MIMOSA and ATOMS systems, if applicable, for financial monitoring purposes and assist in the preparation of PNL for Charters. This includes supporting notifications (ABN) of IOM Missions and internal and external partners concerning relevant bookings, routings, cancellations, etc.

11. Assist in notifying IOM Missions and internal and external partners concerning special passenger requirements, such as wheelchairs or stretcher cases.

12. Provide general support for IOM-related movements.

13. Undertake duty travel as needed to participate in meetings and trainings, as well as provide operational escort support, when required.

14. Perform such other duties as may be assigned.

• High school diploma with five years relevant professional 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 with migrants’ direct assistance, as well as liaison with service providers, airport staff and Border Police is an advantage.

• Experience in using ticketing systems (e.g. Amadeus or other GDS) is an advantage.

• Proficient in Word, Excel and Internet;

• Good communication skills, both verbal and written; 

• Flexibility and adaptability to respond effectively to operation needs;

• Multitasking and organizational skills;

• Knowledge of IOM programmes, MiMOSA and ATOMS is an advantage;

• Knowledge of Amadeus or other GDS is an advantage.

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

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

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Please refer to this link for guidance on IOM Job Category.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

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

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies