SVN 07/2015 Project Assistant IOM Ljublana

IOM-logoSpecial Vacancy Notice


Position Title:               Project Assistant

Duty Station:                IOM Ljubljana

Classification:               Ungraded

Type of Appointment: Five months with the possibility of extension

Estimated Start Date:    As soon as possible

Closing Date:                22 December 2015

Reference Code:        07/2015

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.


Under the overall supervision of the Chief of Mission, and the direct supervision of the Project Manager the successful candidate will assist in the implementation of IOM’s Emergency Response Programme in Slovenia.

Core Functions / Responsibilities:

  • Assist in the timely implementation of project activities, in accordance with project documents and donor agreements; including procurement and distribution of non-food items; recruitment and monitoring of field staff, assessment of conditions on the ground; assistance in the establishment of an information sharing platform and other communications related activities; identification of vulnerable persons and referrals for appropriate assistance.
  • Adhere to indicated work plans, deadlines, and budgets.
  • Monitor financial expenditures in close coordination with the Finance Assistant to ensure that projects proceed in a cost-effective, efficient, and transparent manner. Prepare project related procurement and purchase orders as necessary.
  • Prepare regular internal and donor narrative reports.
  • Liaise with government authorities and donors, as well as other relevant counterparts as needed.
  • Undertake duty travel related to programme implementation as required.
  • Assist with tasks related to office administration and management.
  • Undertake other duties as assigned.


 Required Competencies:



  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadlines, cost, and quality requirements for outputs
  • Monitors own works to correct errors
  • Takes responsibility of meeting commitments and for any shortcomings


Client Orientation

  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries


  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

  • Actively seeks new ways of improving programmes or services
  • Expands responsibilities while maintaining existing ones
  • 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
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans
  • Adjusts priorities and plans to achieve goals


  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues and clients with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions


  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Seeks input and feedback from others


Required Qualifications:

  • University degree in a relevant area (Political and Social Sciences, Law, or Humanities);
  • At least 2 years of relevant professional experience;
  • Familiarity with migration issues in Slovenia and Europe;
  • Experience in project and budget management, and project implementation, reporting, monitoring and evaluation;
  • Experience in liaison with national, regional and international institutions.



Working knowledge of Slovenian and English is required.

How to apply: Interested candidates are invited to submit their resumes/CVs and cover letter in English specifying their motivation for application to, by 22 December 2015 at the latest, referring to this advertisement and specifying the exact Reference Code (07/2015) of the position in the email subject title. Only shortlisted candidates will be contacted.

This position is open to Slovenian nationals and candidates with a valid working permit for Slovenia.


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