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Vacancy Notice 2018-17 Extended

Open to Internal and External Candidates

                   Position Title : Programme Assistant
                         Duty Station : Regional Office Brussels
                       Classification : General Service staff, Grade 5
           Type of Appointment : Fixed-term, one year with possibility of extension
       Estimated Start Date : 01 January 2019
                   Closing Date : 4 November 2018

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:




IOM has provided mental health and psychosocial support to migrants and host communities since 1999 and created MHPSS capacity-building initiatives for migration, humanitarian, health and psychosocial professionals throughout the years. By working with partners and key stakeholders, IOM aims to strengthen the capacity of relevant psychosocial services provided to vulnerable migrants, including crisis-affected populations in emergency and post-emergency settings. The activities of the section spam from advocacy to direct intervention, from capacity building to policy, in the fields of emergency response, post-emergency, recovery and stabilization, migrants’ assistance, including to victims of trafficking, UASC, and migrant returnees, migrants’ access to mental health services and intercultural communication in health, social work and humanitarian assistance.

The successful candidate will support the Head of the MHPSS section in various administrative and technical tasks related with the Section’s activities.

Core Functions / Responsibilities:

  1. Provide effective support to the daily work of the Head of the MHPSS Section. This will include:
    1. 1
    2. 2Extend support to country offices’ project development, primary review for approval for submission/ endorsement, report reviewing. The assistant should replace the Head of MHPS Section on this when and if required/delegated.
  2. Support the Head of the Section in thematic knowledge sharing and management efforts, including through the participation in production and maintaining of knowledge management tools; this will include:

2.1 Maintain an archive of IOM MHPSS and partners activities worldwide, divided per country-region, sector of intervention, and category of material (presentations, project proposals, manuals, academic articles)

2.2 Liaise with editors of journals, reviews, miscellaneous books for papers submission.

2.3 Draft presentations, training materials, talking points and briefs in view of relevant events and meetings. The assistant should replace the Head of MHPS Section in the delivery of these presentations and talks when and if required/delegated.

2.4 Undertake research and data collection in support to articles, policies and position papers elaborated by the section.

2.5 perform language editing and editorial revision of articles, papers, reports and projects to be endorsed.

  1. Support the Head of the Section in monitoring technical and policy developments in the areas of mental health, psychosocial support and intercultural communication for migrants, conflict affected populations, refugees, returnees, victims of trafficking, UASC in the humanitarian, public health and academic domains.
  2. Liaise with IOM Ros, missions and other departments on matters related to project development and resource mobilization, including assistance in project development.
    1. Draft public information documents, website articles, feed-back, follow-up, statistics and reports on IOM MHPSS activities, as well as internal reports;
    2. Provide administrative support to the Head of the Section; draft meetings report`s and minutes; routine correspondence, IOM documents and forms related to IOM operational and administrative matters; This includes:

6.1 Preparation and organization of duty travels, including preparation of travels authorizations and expense claims, assistance in the agenda preparations for the duty missions, in coordination with the organizers, and the IOM missions involved.

6.2 Compile a bi-monthly report of the activities performed by the Head of the Section.

6.3 Participate to the recruitment and provide administrative supervision of interns; participate to the recruitment and administrative follow up of consultants including but not limited to follow up on deadlines and verifying deliveries before payment.

  1. Participate in meetings as required;
  1. Perform such other duties as may be assigned.

Required Qualifications and Experience


  • Bachelor’s degree or higher in Psychology, Sociology, Social Work, Anthropology, Education or Humanities or a related field from an accredited academic institution with three years of relevant professional experience;


  • Completed High School degree from an accredited institution, with five years of relevant professional experience.


  • At least 3 years of experience in personal or program assistance roles
  • Knowledge of the humanitarian field and procedures is an asset (jargon, system, functioning)
  • Experience in drafting and preparing correspondence in English is a requirement;
  • Experience with editorial and academic research work a distinctive advantage
  • Excellent administrative and organizational skills is required;
  • High level of computer literacy. Knowledge of programs to create presentations is a distinct advantage.
    • Proactive participation and capacity to work with minimum supervision;
    • Since the Section deals with emergency programs, flexibility is required in terms of working hours and working arrangements
    • Familiarity with monitoring project financial data: procurement, bid analysis, etc;


Fluency in English is required, French is advantageous.

Required Competencies


  • 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.

Core Competencies – behavioural indicators level 1

  • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
  • Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
  • Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
  • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.


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.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Belgium will be eligible for consideration;

How to apply:

Interested candidates are invited to submit their applications – Questionnaire on Mandatory Requirements, Personal History Form and Cover Letter to by 4 November 2018 midnight at the latest, referring to this advertisement.

To download Personal History Form please refer to:

In order for an application to be considered valid, IOM only accepts applications duly completed. Only shortlisted candidates will be contacted.

Posting period:


From 08.10.2018 to 4.11.2018

Questionnaire on Mandatory Requirements for Local Recruitment in Brussels, Belgium

VN 2018 – 17, Project Assistant, G5


Do you have a:

  • Bachelor’s degree or higher in Psychology, Sociology, Social Work, Anthropology, Education or Humanities or a related field from an accredited academic institution with three years of relevant professional experience;


  • Completed High School degree from an accredited institution, with five years of relevant professional experience.

                                                                                                                                                                                                                                                                                                                                                                yes  no




Do you have:

  • Fluency in English?                                                                                                          yes  no


Professional Work Experience

Do you have:

  • Three years of relevant professional experience?                                                                                                                                                                                                                                yes  no
  • Relevant internship with IOM?                                                                                   yes  no
  • Do you currently work with IOM?                                                                              yes  no


For non-EU citizens only

Are you currently holding a valid residence and work permit

for Belgium?                                                                                                                                      yes  no






Please note: Failure to complete the questionnaire might result in the disqualification from the selection process.