Senior Engineering Program Assistant – IOM عودة إلى الفرص

Position Title : Senior Engineering Program Assistant
Duty Station : IOM Libya in Tunis, Tunisia
Classification : General Service Staff, Grade G6
Type of Appointment : Six months, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : May 12th, 2021

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.

Context:
Under the overall guidance of the Deputy Chief of Mission, and with the direct supervision of the Programme Engineer and with close coordination with other relevant staff within the Programme Engineering (both in Tunis and Tripoli) and other units of IOM Libya in Tunis, the incumbent will provide administrative and technical support to the preparation of BoQs, Drawings, Technical Specifications, Procurement Processes, Planning, Coordination,
Implementation, and Monitoring of the Engineering Team’s activities and projects of MHD, Protection, MIDAS, IBM-TC-SAR, CS, CERF, SIBMMIL and internal IOM Projects. The incumbent will be based in Tunis and may be traveling to Libya when needed:

Core Functions / Responsibilities:
Technical Responsibilities:
1. Assist the Programme Engineer to review and check the submitted BoQs, Drawings and Specifications to verify compliance with the required scope of works and project  requirements, and to follow-up if necessary, with the respective Engineers for clarifications and modifications
2. Assist the Programme Engineer in the coordination of Technical Evaluation of the Tender Documents with the Procurement Unit and when necessary, to participate in the technical clarification meetings with Contractors.
3. Provide technical support on the implementation of all Engineering Projects of MHD, Protection, MIDAS, IBM-TC-SAR, CS, MRRM, CERF and IOM Internal Rehabilitation Works/Projects in a timely manner, collaborate constructively with the team in carrying out all its administrative and technical aspects, in line with IOM’s policies and procedures, as well as donor requirements.
4. Support the Programme Engineer to monitor the work of implementation partners, including financial tracking, information management and reporting, especially when related to trainings activities.
5. Support the Programme Engineer to coordinate with partners in the development and implementation of the capacity building activities for government institutions and staff members in Technical aspects of Project Management and Operation and Maintenance (O&M) of the ongoing and implemented projects in coordination with the relevant IOM Libya Department/Unit.
6. Preparation of Technical Drawings, Specifications and costed Bill of Quantities for
Programme Projects and internal projects when necessary.
7. Travel to Libya Project Sites upon the request of the Deputy Chief of Mission and by the Programme Engineer when necessary.
Administrative Responsibilities:
1. Serve as administrative assistant to the team; be the bridge between the Tripoli Based Engineers –CERF WASH Team, CS and SIBMMIL Teams in Libya and with the operational team and the finance/HR/procurement units.
2. Provide support in coordination with all IOM Department/Units requesting Engineering Services and support and coordinate with relevant departments ensuring that all transportation, security clearances, etc. are being secured prior to any assessments or field visits.
3. Provide administrative support to technical assessments, studies and research as required.
4. Support and assist the Programme Engineer in ensuring that all assessments and implementation activities are well coordinated and communicated with the relevant Departments/Units in the mission.
5. Support the Programme Engineer to organize Tunis and Tripoli based events, meetings and trainings with all Engineers and RMU and all other relevant units in the smooth implementation of all Mission Engineering Projects.
6. Assist the Programme Engineer and the team members in developing forms and tracking tools for data management and update/improve the current IOM Libya Mission Engineering Workplan/Matrix daily or as required.
7. Establish a filing system, ensure the permanent update and accuracy of archives, coordinate closely with the Program Engineer and Engineer/WASH staff to ensure appropriate document processing and follow-up on pending documentation.
8. Follow-up and provide status report to the Programme Engineer and Engineering and WASH teams as to the progress of the assigned projects identifying shortfalls in delivery and making recommendations for issues / challenges encountered.
9. Follow-up the weekly project reports from all Field Teams and ensure its timely weekly submission and compilation.

10. Assist in collecting and compiling necessary documentation for tenders (Scope of works, specifications, drawings, RFQs), liaise with different units to collect inputs and, if required, development of Engineering Evaluation Reports according to established procurement procedures.
11. Prepare purchase requests and ensure availability of necessary supplies for Engineering operations, in coordination with responsible Engineering field staff.
12. Assist the Program Engineer to liaise with Finance and Procurement Units in Tunis to follow up on contract extensions, renewals, invoices, release of payments to contractors and service providers, and other relevant tasks.
13. Draft Notes For Files (NFFs) for projects, trainings/workshops and meetings;
14. Help with the production and dissemination of information and visibility material, in collaboration with the IOM Libya PDSU and PI.
15. Translate relevant documents (including technical) and Bill of Quantities from Arabic
to English and vice versa.
16. Provide translation works when needed in meetings and during ad hoc meetings and conversations/appointments with non-English speaking Engineering staffs and other relevant stakeholders internally and externally.
17. Perform other duties as may be assigned by the Deputy Chief of Mission or by the Programme Engineer