Senior Project Assistant

Organizational Context

The International Organization for Migration (IOM) in Brazil, under the Chief of Mission and in close coordination with the Head of Programs, seeks a Senior Project Assistant. This role is integral to project implementation and administrative coordination, collaborating with various internal and external stakeholders.

Job Purpose

The Senior Project Assistant will provide comprehensive support to project activities, ensuring effective implementation and monitoring. This involves retrieving, analyzing, and presenting project data, managing budgets, and acting as a key administrative liaison. The role contributes to the successful delivery of projects by identifying and escalating issues, preparing documentation, and facilitating communication with diverse stakeholders, including implementing partners and UN agencies. The position also involves providing guidance to junior staff, ensuring smooth project operations and adherence to organizational standards.

Responsibilities

Key responsibilities include assisting in project implementation and monitoring, and retrieving, compiling, summarizing, analyzing, and presenting project data. The role involves monitoring project budgets, ensuring fund availability, and obtaining necessary approvals. The Senior Project Assistant will serve as a focal point for administrative coordination, liaising extensively with internal units and external parties to process administrative actions. This includes drafting status reports, identifying shortfalls, escalating issues, and suggesting remedial actions. The position requires preparing various project documentation, responding to information requests, maintaining files, and organizing meetings and training sessions. Additionally, the role involves participating in meetings to coordinate implementation activities with local authorities, partners, UN agencies, and other stakeholders, assisting in monitoring implementing partners, and providing guidance to junior staff.

Work Experience

While specific years are not detailed, the role requires experience in project support, administrative coordination, and data analysis. Experience in monitoring project activities, managing budgets, and liaising with diverse stakeholders is essential. Experience in reporting and documentation is also necessary.

Skills

Project implementation and monitoring, data retrieval, compilation, summarization, and analysis, budget monitoring, administrative coordination, liaison, report drafting, issue escalation, documentation preparation, information management, meeting organization, stakeholder engagement, and guidance/training of junior staff.

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