Job Description
Applications are open to both internal and external candidates. Please note that for all IOM vacancies, the selection process prioritizes applications from qualified and eligible first-tier candidates before considering second-tier candidates. In this context, internal candidates are deemed first-tier candidates and will be given priority during the selection process.
Context
Under the direct supervision of the Project Associate and the overall oversight of the Head of Unit for Migrant Protection and Assistance (MPA) at the IOM Country Office for Belgium and Luxembourg, the Junior Project Assistant will play a vital role in supporting the implementation of a forthcoming project. This initiative aims to enhance the efficiency and effectiveness of migration and asylum processes in Belgium by integrating innovative technological solutions.
The project will be led by a dedicated implementation team responsible for ensuring smooth coordination with key stakeholders such as government agencies, NGOs, research institutions, and private sector partners. The incumbent will contribute by facilitating stakeholder consultations, researching best practices, and collaborating closely with technical experts. These experts will advise on designing, testing, and implementing technological innovations—potentially involving artificial intelligence (AI), enterprise architecture, and other digital tools—tailored to the Belgian migration and asylum landscape.
Candidates should demonstrate a background in supporting project implementation, with a particular understanding of AI and organizational architecture, to effectively engage with technical teams and adapt solutions to local needs.
Responsibilities
1. Assist with Project Implementation
In collaboration with the Project Associate, the Junior Project Assistant will:
- Support the day-to-day activities of the project, ensuring alignment with established work plans and timelines.
- Follow up on project deliverables, milestones, and progress reports.
- Organize and facilitate meetings such as steering committees, stakeholder consultations, focus group discussions, and workshops.
- Assist in preparing agendas, meeting minutes, and documentation.
- Help coordinate activities across various partners and stakeholders, ensuring effective communication and follow-up.
- Contribute to the monitoring and evaluation of project activities, collecting and consolidating relevant data and reports.
- Support in liaising with internal units such as finance, legal, procurement, and administrative teams to ensure compliance with organizational policies and proper management of project resources.
- Assist in drafting, reviewing, and finalizing narrative and financial reports for submission to donors.
- Perform any other related tasks as assigned to support the successful delivery of the project.
2. Assist with Policy Support and Outreach
- Gather and analyze information on potential partners, including NGOs, diaspora organizations, civil society groups, government bodies, academic institutions, and private sector entities.
- Support the development of outreach strategies to foster partnerships and stakeholder engagement.
- Help prepare presentations, speeches, and briefing notes for conferences, workshops, or meetings related to Migrant Protection and Assistance.
- Represent IOM at meetings, conferences, and other outreach events, taking notes and following up on action points.
- Provide clerical and administrative support to the MPA team, including assisting with the development of new project proposals and initiatives.
- Support communication efforts by drafting content for newsletters, social media, or other outreach materials.
- Assist with the organization of events, seminars, or training sessions aimed at promoting project objectives and sharing best practices.
Qualifications
Education
- Bachelor’s degree (or higher) in political science, social sciences, migration studies, or a related field from an accredited institution recognized by UNESCO.
- OR
- Completed high school diploma with at least three (3) years of relevant professional experience in project support, migration, or related fields.
Experience
- Minimum of one (1) year of professional experience in project assistance, specifically in migration-related projects, including monitoring, evaluation, and reporting activities.
- Proven experience with project monitoring tools and data analysis.
- Familiarity with project management software and data collection tools.
- Knowledge of migration issues, policies, and practices is advantageous.
- Experience with technological integration projects, particularly involving AI or organizational enterprise architecture, is a plus.
- Prior exposure to working with government agencies, NGOs, or international organizations is desirable.
Skills
- Excellent organizational and time-management skills to handle multiple tasks efficiently.
- Strong written and verbal communication skills in a professional environment.
- Diplomatic and interpersonal skills to liaise effectively with diverse stakeholders.
- Ability to work independently and meet tight deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and data management tools.
Languages
- Fluency in English, French, and Dutch is required.
- Proficiency will be assessed during the selection process through written and/or oral evaluations, including interviews and tests.
Required Competencies
Candidates should demonstrate the following core competencies aligned with IOM’s competency framework:
- Inclusion and Respect for Diversity: Promoting a respectful environment that values individual and cultural differences.
- Integrity and Transparency: Upholding high ethical standards and organizational principles.
- Professionalism: Maintaining a committed, competent, and ethical approach in all tasks.
- Courage: Willingness to address challenging issues and stand up for organizational values.
- Empathy: Demonstrating compassion and understanding toward colleagues and stakeholders.
Behavioral Indicators (Level 1):
- Effective teamwork and collaboration.
- Producing results efficiently and reliably.
- Sharing knowledge and fostering innovation.
- Demonstrating accountability for assigned tasks.
- Communicating clearly and inspiring confidence.
Notes
- Any offer of employment is contingent upon confirmation of sufficient funding.
- The selection process may be used to fill similar vacancies across different duty stations within the organization.
- Candidates must hold valid residence and work permits for Belgium.
- Appointment is subject to medical fitness, verification of legal authorizations, and relevant legal requirements.
- IOM maintains a strict zero-tolerance policy regarding misconduct, including sexual exploitation, abuse, harassment, discrimination, and abuse of authority.
- IOM does not charge any fees at any stage of recruitment and does not request banking information from applicants.
- Applications must be submitted exclusively via IOM’s online recruitment system, which allows candidates to track their application status.
- Only shortlisted candidates will be contacted.
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