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Special Vacancy Notice SI2018-01

Open to Internal and External Candidates

                    Position Title :  Project Assistant
                          Duty Station :  Ljubljana, Slovenia
                        Classification :  Grade G4 equivalent
            Type of Appointment :

Special Short term, 9 months,with possibility of extension

        Estimated Start Date :  As soon as possible
                    Closing Date  : January 25th, 2017

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.


IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.




Under the overall supervision of the Head of Office and in close cooperation with the IOM Regional Office in Brussels, the successful candidate will be responsible for providing effective and efficient administrative support to the projects implemented in IOM Ljubljana, as assigned.

Core Functions / Responsibilities:

  1. Facilitate the implementation of national and regional projects as assigned, in particular in the implementation of Assisted Voluntary Return and Reintegration (AVRR) programme, family reunification movements and relocation and resettlement schemes.
  2. Inform the Head of Office of all stages of project implementation and any related foreseen difficulties.
  3. Assist in monitoring and take appropriate action in order to ensure successful project implementation. 
  4. Facilitate Assisted Voluntary Returns to find the most appropriate travel schedules, air fares, transit points in line with the IOM MMS directives. Prepare documentation of IOM movements and record entries in related database facilities (MIMOSA); acquire travel documents as needed.
  5. Assist in identifying new funding and programming possibilities for the mission, as well as in project design and development. Seek further ways of cooperation with the Government of Slovenia as appropriate.
  6. Participate in official meetings, conferences and other events according to the projects’ requirements.
  7. Contribute to the preparation of country specific reports, presentations, regular updates of country fact sheet as requested.
  8. Assist in the preparation of periodic reports on project activities and budget expenditures in line with reporting requirements of the particular donor, including appropriate filing and preparation of supporting documentation.
  9. Maintain frequent contacts with suppliers, implementing partners and local donors as required.
  10. Send the accounting documentation of the mission to the Admin and Finance functions for processing. Assist in the preparation of local VAT refund claims.
  11. Responsible for the Petty Cash account of the Mission.
  12. Perform any other duties as assigned.

Required Qualifications and Experience


  • Secondary School Diploma with at least four years of relevant working experience; or,
  • Bachelor degree in Political or Social Science, International Relations or related field with at least two years of relevant working experience.


  • Two years of operational experience in refugee and migration related issues.
  • Proven experience in working with MS Windows applications.
  • Previous work experience in international organizations is an advantage.


Fluency in English and Slovenian is required.

Knowledge of any other IOM official language is an advantage.

Required Competencies


  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders
  • Performance Management – identify ways and implement actions to improve performance of self and others
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility
  • Professionalism -  displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation
  • Technological Awareness - displays awareness of relevant technological solutions
  • Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM


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

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their Applications (CV and motivation/cover letter in English) toThis email address is being protected from spambots. You need JavaScript enabled to view it.quoting the “SVN SI2018-01” in the subject of the email.

Only shortlisted candidates will be contacted.

Posting period:


From 11.01.2018 to 25.01.2017