Programme Associate (Gedaref) – IOM
Job Description
| Organization | United Nations High Commissioner for Refugees |
| Job Title | Programme Associate (2 Positions) |
| Location | Gedaref, Sudan |
| Classification | G5 |
| Type of Appointment | One-year fixed term with possibility of extension |
| Estimated Start Date | As soon as possible |
| Closing Date | 30 June 2024 |
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.
Context:
Under the overall supervision of the Senior Project Assistant-German Speaker, Senior Project Assistant
(Quality Control Monitoring) or Senior Team Leader, the successful candidate will be accountable and
responsible for assisting the streamlining of visa application services for the German family reunification,
resettlement and evacuation caseloads.
Core Functions / Responsibilities:
- Assist on a daily basis beneficiaries at the FAP Center and case management of their files.
- Process efficiently and effectively the family reunification visa application case, files, and medical records by registering the newly received family reunification appointments lists, creating of new case files into Dynamics 365 (data entry), distributing of case files in a timely and accurate manner, collect biometric data, ensuring that all submitted files are promptly completed and compiled, and keeping the file tracking system is use to maintain a comprehensive track of application files.
- Undertake applicant form completion and casework interviews for the purposes of recording family
separation and case histories and biographical information, while ensuring that the interview reports
filed with the visa applications are accurate and meet the requirements set by the donor, and
immediately report any quality issue to the Quality Control Assistant. - Enter data accurately into the FAP case management software by verifying information previously
entered such as biographic and family information, and, when needed, scanning, photocopying,
attaching, filing and translating documents, and photographing applicants in accordance with established Standard Operating Procedures (SOPs). - In coordination with supervisors, organize and schedule family reunification appointments, including running ad hoc reports, entering schedule data, updating schedules, issuing and confirming appointments, and assisting logistics.
- Ensure that FAP case management system is updated as needed with application data, biographical and other sensitive information such as interview dates, activities conducted, medical data and file submission.
- Enter required applicant data, lodge application documents in the required order to the IOM
designated folders of applicants to submit to Embassy. - Assist and guide migrants in the completion of the visa application form as per checklists, conduct
remote completeness checks on all documentation before their visa appointment, and fill in the
questionnaires when required. - Provide migrants with accurate information in a timely manner, including distributing information sheets and visa requirement checklists; handling telephone and e-mail inquiries from applicants in
accordance with established Standard Operating Procedures (SOPs) (including wide range of visa and appointments inquiries); and keep them updated with announcements and modifications. - Organize the applicants files based on the instructions of the German Consular staff and in full
compliance with the IOM Service Standards. - Call families and principle applicants to answer questions and provide remote guidance on form filling, visa requirements and general information.
- Maintain records of all applications and contacts of principle applicants and report these records
periodically and in a timely manner. Assist with the report preparation through maintaining internal lists and coding system to track all the German consulate requests. - Inform superivosr of any problem(s) or issue(s) immediately and regularly and come up with suggestions on how to improve efficiency and service.
- Demonstrate an in-depth understanding of the FAP SoPs as well as the ability to remain professional,
impartial and unbiased during all interactions with applicants, colleagues and external stakeholders. - Maintain and ensure confidentiality of all FAP-related matters and information, by implementing the
operations in accordance with guidelines, instructions, IOM standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by other staff members. - Take action and steps to mitigate fraud and malfeasance, and to monitor the integrity of records
containing individual data. - In coordination with the Quality Control Assistant and National Officer, flag vulnerable cases needing
referral and protection support. Record all referred cases into FAP case management system and follow up on the status of each case with the correspondant applicant and report to the National Officer. - Handle the hardship and medical cases, coordinate between the FAP management, the IOM medical
department and the German Embassy. Reply to emails related to this caseload, report on the medical cases monthly; liaise between the IOM medical department and the German Consulate, regarding the appointments, the medical assessments, as well as following up on the check-up payments when made at IOM Germany. - Ensure general maintenance for the IOM FAP office building; monitors and maintains facility equipment to ensure safe and efficient facility operation.
- Follow and direct coordination with logistics, finance and human resources units to carry out any work related to the FAP center, and act as an admin focal point for the Team.
- Organize and register all missing documents sent by the applicants to the embassy on excel sheets and submit them to Embassy on a daily basis.
- Support German resettlement missions by filling the visa application forms, collecting documents and biometric fingerprints, ensuring data entry and file preparation for the resettlement cases in order to complete the visa applications.
- Receive files and original documents from other offices and forward them to the Embassy for legalization and ensure the physical delivery of the files to the Embassy.
- Provide training, introduction, and assistance to newly joined staff members.
- Undertake duty travel when needed to support other offices in family reunification services, resettlement operations, meetings, and training.
- Perform other duties as may be assigned.
Required Qualifications and Experience
Education
- University degree in Business Management, Client Services, Social Science, Engineering Science or
related field with three years of relevant experience; or, - High school diploma with five years of relevant experience.
Experience
- Minimum three years of relevant professional experience in a similar setting and capacity preferred;
Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities
SKILLS
- Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good
knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint and Publisher. - Previous work experience in international organizations and service industry companies and in nongovernment or government institutions/organization in a multi-cultural would be an advantage.
- Strong interpersonal & intercultural skills with an attention to detail.
- Attention to detail, ability to organize paperwork in a methodical way; discreet, details and clientsoriented, patient and willingness to learn new things.
Languages
Fluency in English and Arabic is required (oral and written).
Required Competencies
Values – all IOM staff members must abide by and demonstrate these values:
- 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 – behavioral indicators level 2
- 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 of 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
Other
- Any offer made to the candidate in relation to this vacancy notice is subject to funding
confirmation. - Only candidates residing in either the duty station or from a location in a neighboring province
that is within commuting distance of the duty station will be considered. - Appointment will be subject to certification that the candidate is medically fit for appointment.
Subject to certain exemptions, vaccination against COVID-19 will in principle be required for
individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process. - Accommodation is not provided.
- This position is open to ONLY Sudanese nationals.
- Vacancy close at 23:59 local time Khartoum, Sudan on the respective closing date. No late
applications will be accepted.
How to apply
Interested candidates are invited to submit their applications via email referencing subject as VN 35
2024 Programme Associate – G5 – Gedaref
Kindly send the following document to: [email protected]
- Cover Letter
- CV
- PHF (Personal History Form)
Any application that does not comply with the above-mentioned instructions will be automatically
excluded from the process. Only shortlisted candidates will be contacted.
Posting Period
From 23 June 2024 to 30 June 2024.
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing,
training or other fee). IOM does not request any information related to bank accounts
