Programme Assistant (Pre-departure Orientation) - G4

Since the inception of IOM in 1951, resettlement has been and continues to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations.

In addition to movement operations and pre-migration health activities, Pre-Departure Orientation (PDO) forms a key part of resettlement activities. PDO prepares refugees for their resettlement process and provides them with realistic expectations, knowledge and practical tools that will help their integration in destination countries. PDO is implemented under the Integration and Migrant Training unit (IMT) under the Labour Mobility and Human Development division (LHD) and is coordinated closely with Movement Operations teams under the Resettlement and Movement Management division (RMM).

The PDO unit in Lebanon provides trainings for a range of resettlement countries, including Australia, France, Germany, Spain, Switzerland and the United Kingdom, while also offering support to PDO programmes implemented by other missions or government counterparts, such as Norway, Sweden and the Netherlands.

Under the direct supervision of the Senior PDO Project Assistant and the overall supervision of the Sr. Movement Operations officer, the incumbent will be responsible to support the unit to achieve programme delivery objectives with logistical arrangements and administrative tasks related to the PDO sessions. The incumbent shall perform the following duties and responsibilities:

1. Prepare schedules of individuals who will be invited to attend child and adult PDO classes and assign the trainers who will conduct the PDO classes in coordination with the Sr. PDO Project Assistant. Track planned departures in coordination with the Movement Operations unit to ensure all eligible beneficiaries are invited to attend PDO sessions. Further coordinate schedules with operations and medical departments to avoid overlap of activities.

2. Contact and invite beneficiaries to attend the PDO sessions and inform them of the location and applicable arrangements.

3. Coordinate with the PDO Sr. Project Assistant and the PDO trainers to identify appropriate training space and assign classrooms at the IOM office and external venues. Assist to maintain the classrooms.

4. Prepare travel reimbursement sheets and submit requests to the Finance unit to provide cash allowances, and coordinate with field locations and/or Procurement to provide domestic transportation as applicable. Organize accommodation when needed in coordination with Procurement and request catering delivery from Procurement unit based on attendance lists.

5. Prepare and maintain attendance lists of beneficiaries, as well as of interpreters and childminders. Maintain and update tracking sheets of sessions and attendance for reporting and statistical purposes. Prepare other documents as needed, such as audio-visual consent forms, feedback surveys and other programme-specific documents.

6. Reconcile invoices related to activities (e.g. catering, venue) based on attendance sheets and perform other administrative duties in line with IOM regulations and SOPs.

7. Maintain the inventory of supplies, books and materials and ensure replenishment in due time. Assist in preparing PDO materials as needed.

8. Provide informal translation and interpretation services when needed.

9. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Sr. Project assistant or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

10. Perform other related duties as may be assigned.

The incumbent is expected to demonstrate the following Values and Competencies:

Values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Competencies: (Behavioural)

• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Client Orientation: Identifies the immediate and peripheral clients of own work, establishes and maintains effective working relationships with clients, and identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Continuous Learning: continuously seeks to learn, share knowledge and innovate.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
• Leadership and Negotiation: convince others to share resources, present goals as shared interests.
• Performance Management: Provide constructive feedback to colleagues, provide fair, accurate, timely and constructive staff evaluations; use staff evaluations appropriately in recruitment and other relevant HR procedures.
• Creativity and Initiative: Proactively develops new ways to resolve problems
• Planning and Organizing: Sets clear and achievable goals consistent with agreed priorities for self and others, identifies priority activities and assignments for self and others, and organizes and documents work to allow for planned and unplanned 
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Technological Awareness: Understands applicability and limitation of technology and seeks to apply it to appropriate work, learns about developments in available technology, and proactively identifies and advocates for cost-efficient technology solutions.

Competencies: (Technical)

- Delivers on set objectives in hardship situations.

- Effectively coordinates actions with other implementing partners.