National Project Officer – FAP (Family Assistance Program) –
Team Leader
VN No:IOMKCO/VN/015/2018
Closing Date: 15 August, 2018
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.
Responsibilities
Qualifications
Responsibilities
Qualifications
Responsibilities
Qualifications
VN No:IOMKCO/VN/015/2018
Duty Station: Nairobi, Kenya
Classification: National Officer, Grade
NO-A
Type of Appointment: One Year Fixed Term, with
possibility of extension
Estimated Start Date: As soon as possible
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.
Context
Under the overall supervision of Family Assistance Program (FAP)
Project Manager and direct supervision of the FAP Project Coordinator, and
administrative supervision of the Head of Preparedness, Transition and
Reintegration Unit (PTRU)-IOM Kenya Country Office, the successful candidate
will be based in Nairobi and will be accountable and responsible for supporting
the day to day management of the FAP unit and its staff.
This includes assisting the streamlining of applicant case
processing and guiding family members on German Family Reunification (FR) visa
applications.
Responsibilities
·
Assist in the coordination, implementation, and monitoring and
evaluation of all aspects of the project.
·
Ensure that all conditions in the project proposal signed between
IOM and the German government are adhered to by the staff under his/her daily
supervision;
·
Supervise, lead and build capacity of the FAP Migrant Service
Assistants in order to implement operations efficiently and effectively;
·
Manage day-to-day activities in the FAP – ensuring smooth and
efficient operations in close coordination with the Project Coordinator,
including liaising with the German consulate representatives and other relevant
stakeholders, as well as coordinating and overseeing logistical/administrative
support as requested;
·
Monitor the implementation of operations, regularly make
suggestions on how to improve efficiency and effectiveness and bring problems
or issues to the attention of the supervisor in a timely manner;
·
Ensure an adequate level of staffing to perform the office duties,
and ensure to timely arrange recruitment of project staff as needed in close coordination
with the FAP Project Coordinator. Conduct the performance evaluation of
processing staff and take relevant actions in case of underperformance.
·
Oversee the provision of the correct information on proper
completion of application forms and questionnaires; streamline arrangements for
receipt of applications including biometric collection; record, dispatch to and
follow up on applications and return of passports to the applicants; arrange
appointments for visa applicants who require interview at the Embassy, as
required.
·
Responsible for the beginning and end of day reconciliation of all
files and visa fees, ensure accuracy, timely accounting, reporting and
depositing of all fees collected;
·
Provide excellent customer service to applicants at all times, in
full compliance with the Service Standards.
·
Ensure data accuracy for all records in Nairobi and report these
periodically in a timely manner as per donor requirement; maintain a high
degree of skill in using IOM internal software platforms;
·
Maintain a professional appearance and migrant-friendly demeanour
at all times;
·
Maintain positive working relationships with German Consulate
staff locally and with local authorities;
·
Develop and maintain a positive working relationship with staff
members within the FAP team and with external counterparts involved with the
processing of this caseload.
·
Maintain and ensure confidentiality of all FAP related matters, in
accordance with guidelines and instructions.
·
Take active steps to mitigate fraud and malfeasance, and to
monitor the integrity of records containing individual data.
·
Perform any other duties as may be assigned.
Qualifications
·
University degree or equivalent in Business Management, Client
Services, Social Science or related discipline preferred;
·
Minimum two years of relevant professional experience in a similar
setting & capacity; supervisory experience; Demonstrated ability to
maintain accuracy & confidentiality in performing responsibilities;
·
Good knowledge of information technology and demonstrated
proficiency with Microsoft Office applications, including Excel, Word,
PowerPoint and Publisher.
·
Previous work experience in international organizations and
service industry companies would be an advantage;
·
Strong interpersonal & intercultural skills with an attention
to details.
Languages: Fluency in English is required.
Working knowledge of German is an advantage. Proficiency in Tigrinya and/or
Somali is an advantage.
Required Competencies
Behavioural
·
Accountability – takes responsibility for action and manages
constructive criticism
·
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 – identifies ways and implements 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.
Other
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.
Project Assistant (Data Quality Control) – FAP (Family
Assistance Programme)
SVN No:IOMKCO/SVN/013/2018
Duty Station: Nairobi, Kenya
Classification: General Service Staff,
Grade G5
Type of Appointment: Special short-term
graded, nine months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 15 August, 2018
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.
Context:
Under the overall programmatic supervision of Family Assistance
Program (FAP) Project Coordinator and direct supervision of FAP National
Project Officer- Team Leader, the successful candidate will be based in Nairobi
and will be accountable and responsible for assisting the streamlining of
applicant case processing and guiding family members on how to correctly
complete the German Family Reunification (FR) visa application and supporting
documentation checklists.
Responsibilities
·
Act as the quality control focal point for the project in Nairobi,
assist in the day-to-day quality control monitoring of the visa applications,
and supporting the Team Leader in the monitoring of the FAP activities;
·
Assist the Team Leader to monitor all activities on FAP internal
software, verifying ensuring accuracy of data entry activities;
·
Ensure that the questionnaires filed with the visa applications
are accurate and meet the requirements set by the donor, and report immediately
any quality issue to the Quality Control Officer;
·
Enhance capacities of Migrant Service Assistants (MSAs) through
providing ad hoc trainings to promote knowledge and application of the SOPs;
·
Assist with the report preparation and data-management of the FAP
project by preparing statistical and thematic reports whenever required;
·
Report to FAP management of any problems or issues arising
immediately and regularly make suggestions on how to improve efficiency and
service;
·
Maintain a positive working relationship with the German Embassy
staff locally and with external counterparts involved with the processing of
this caseload;
·
Maintain and promote confidentiality and integrity of all
FAP-related matters and of all beneficiaries, in accordance with guidelines and
instructions;
·
Take active steps to mitigate fraud and malfeasance, and to
monitor the integrity of records containing individual data;
·
Perform any other duties as may be assigned.
Qualifications
·
University degree or equivalent in Business Management, Social
Science, Engineering Science or related discipline preferred; or an equivalent
combination of education, training & experience.
·
Minimum 3 years (or 5 for candidates holding high school
degree/certificate) of relevant professional experience in a similar setting
& capacity preferred;
·
Demonstrated ability to maintain accuracy & confidentiality in
performing responsibilities.
·
Good knowledge of information technology and demonstrated
proficiency with Microsoft Office applications, including Excel, Word,
PowerPoint and Publisher.
·
Previous work experience in international organizations and
service industry companies would be an advantage.
·
Strong interpersonal & intercultural skills with an attention
to detail
·
Fluency in English and in Tigrinya and/or Somali is required.
German is an advantage.
Required Competencies
·
Accountability – takes responsibility for action and manages
constructive criticisms
·
Client Orientation – works effectively well with clients 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.
Other
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.
Project Assistant – FAP (Family Assistance Programme)
SVN No:IOMKCO/SVN/012/2018
Duty Station: Nairobi, Kenya
Classification: General Service Staff,
Grade G5
Type of Appointment: Special short-term
graded, nine months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 15 August, 2018
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.
Context
Under the overall programmatic supervision of the Family
Assistance Program (FAP) Project Coordinator, and the direct supervision of the
FAP National Project Officer-Team Leader, the successful candidate will be
based in Nairobi and will be accountable and responsible for assisting the streamlining
of applicant case processing and guiding family members on the German Family
Reunification (FR) visa application process, which includes how to
Responsibilities
·
Assist in the day-to-day implementation of the FAP activities and
provide logistical/administrative support;
·
Provide excellent migrant service to applicants at all times, in
full compliance with the Service Standards;
·
Communicate with the German NGOs and other external German
stakeholders on FAP related matters in close coordination with the National
Project Officer ( FAP) and FAP Project Coordinator as needed;
·
Provide accurate information in a timely manner to the German
speaking representatives. This will include updating information sheets and
visa requirement checklists in German; assisting with telephone and e-mail
inquiries in German from applicants’ representatives (including requirements
for submitting visa applications); and informing them of any changes to visa
requirements or submission procedures;
·
Maintain high level of accuracy of data capture, by ensuring that
the information collected and recorded in the case management system are
correct, complete and updated at all time;
·
Make informal translations of documents, communication and
meetings as needed;
·
Responsible for outreach to 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 contact with principle
applicants and report these records periodically in a timely manner;
·
Maintain a professional appearance and migrant-friendly demeanour
at all times;
·
Maintain positive working relationships with German Embassy staff
locally;
·
Inform management of any problems or issues immediately and
regularly make suggestions on how to improve efficiency and service;
·
Maintain a positive working relationship with staff members within
the FAP and with external counterparts involved with the processing of this
caseload;
·
Maintain and ensure confidentiality of all FAP-related matters, in
accordance with guidelines and instructions;
·
Take active steps to mitigate fraud and malfeasance, and to
monitor the integrity of records containing individual data;
·
Perform any other duties as may be assigned.
Qualifications
·
University degree or equivalent in Business Management, Client
Services, Social Science, or related discipline preferred; or an equivalent
combination of education, training & experience.
·
Minimum 3 years (or 5 for candidates holding high school diploma)
of relevant professional experience in a similar setting & capacity
preferred; Demonstrated ability to maintain accuracy & confidentiality in
performing responsibilities.
·
Good knowledge of information technology and demonstrated
proficiency with Microsoft Office applications, including Excel, Word,
PowerPoint and Publisher.
·
Previous work experience in international organizations and
service industry companies would be an advantage.
·
Strong interpersonal & intercultural skills with an attention
to detail
Languages: Fluency in English and
German is required. Tigrinya and/or Somali is an advantage.
Required Competencies
·
Accountability – takes responsibility for action and manages
constructive criticisms
·
Client Orientation – works effectively well with clients 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.
Other
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.
How to Apply
Interested candidates are invited to submit their application by
sending a Motivation Letter and the updated CV to the email address hrnairobi@iom.int referring
to this advertisement.
Closing Date: 15 August 2018
Only shortlisted applicants will be contacted.
NOTE
The International Organization for Migration (IOM) does not charge
a fee at any stage of the recruitment process (application, interview meeting,
process or training). IOM does not concern itself with information on
applicants’ bank details.
IOM is committed to a diverse and inclusive environment. Internal
and External candidates are eligible to apply to this vacancy.