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Business Administration / Management / NGO Jobs / political Science / Social Sciences and Community Jobs

Canadian Orientation Abroad (COA) Administrative Support Assistant (Refugees) Full Time

Job Description

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under (i) the direct supervision of the Project Coordinator & Facilitator-COA in Ethiopia; (ii) the overall administrative supervision of the IOM Ethiopia office: (iii) and the technical support of the COA Global Programme Manager in Geneva, and Global Management team in Ottawa and Manila, the successful candidate will provide administrative support to the COA Programme by assisting and supporting by liaising internally within the COA Ethiopia team, with various COA partners in IOM (IOM RMM and IOM Migration Health) on refugee movements, and with other IOM departments on administrative matters. They will provide administrative and logistical support on various aspects of COA programme activities in Ethiopia.

Responsibilities

  1. Support the COA coordination with registration and scheduling of COA sessions, calling refugee clients, preparing participant lists, assisting with narrative reports, translation of materials into target languages and with the maintenance of up-to-date and accurate statistical sheets.
  2. Prepare participant lists for all eligible clients only; that is, those 13 years and older.
  3. Support the coordination of refugee programming activities with the COA Coordinator and team on an ongoing basis; liaise with other IOM partners (IOM Movement Operations and IOM Migration Health) for all incoming Advanced Booking Notifications (ABN).
  4. Support COA coordination with other IOM departments (Human Resources, Logistics/Procurement, Finance), Transit Centre Management, and other IOM missions as necessary.
  5. Support COA coordination with IOM Addis Ababa Finance department and Logistics Unit to make sure that refugee clients, if eligible, get the travel reimbursement and are provided accommodation when required.
  6. Support COA coordination with logistic and administrative support in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments.
  7. Support COA coordination with relevant food vendors, if necessary, to ensure that snacks and meals are provided on time while maintaining the high standard of food, presentation and hygiene.
  8. Be fully efficient at using the COA data-encoding system (MiMOSA) in coordination with COA Manila staff and submit report attendance timely.
  9. Attend e-learning courses on data protection principles and keep records of all COA participants confidential.
  10. In coordination with the COA Coordinator and team, maintain an inventory of COA materials (COA Participant Workbooks, pens, bags, notebooks, etc.), support the procurement and distribution of COA training materials and supplies with the COA supply chain management staff in COA Manila.
  11. Carry out various administrative tasks, including logistics of Travel on Duty (TDY), the organization of meetings and workshops, and corresponding with participants.
  12. Contribute to the development of the COA programme by participating in staff development workshops, exchange programmes, attending mandatory and suggested e-learning courses and in-person or virtual Training of Trainers seminars.
  13. Provide translation and interpretation services when needed
  14. Perform such other duties as may be assigned.

About You

Education

  • High school diploma with four years of relevant experience; or,
  • Bachelor’s degree in Administration, Management, Political or Social Sciences or related fields from an accredited institution with two years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

  • Experience working with refugees.
  • Experience providing administrative support.
  • Demonstrated ability to work effectively with a team.

Experience in working independently and reporting to a team

Skills

  • Clear and concise communication skill.
  • Excellent planning, organizational and time management skills.
  • Attention to details.
  • Proven ability to communicate cross-culturally.
  • Speaking more than one of the different languages spoken by refugees in Ethiopia; Amharic, Tigrinya and/or Somali languages.
  • IOM Functional Competencies required: Effective Communicator, successful negotiation, creative analytical thinker, active learner, strong team player and cross-cultural facilitator.
  • Solid computer skills, including proficiency in MS Office Packages (Office, Excel, Power Point, SharePoint, Adobe Pro, Zoom, Outlook)

Languages

  • Fluency in English (oral and written) is required.
  • Working knowledge Amharic, Tigrinya and/or Somali languages and other languages of refugees in Ethiopia is desirable.

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three values:

  • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
  • 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.
  • Courage: Demonstrates willingness to take a stand on issues of importance.
  • Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions and delegated work.
  • Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

  • Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
  • Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
  • Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
  • Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
  • Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
  3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
  4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
  5. 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.
  6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

Required Skills

  • Time management
  • Planning
  • Effective communication and sociability

How To Apply

Interested applicants can apply using this link: Canadian Orientation Abroad (COA) Administrative Support Assistant (Refugees) – IOM Careers Careers (oraclecloud.com)

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Job Overview

  • ID: 41550
  • Date Posted:
  • Expiration date: November 2, 2024
  • Location:
  • Job Title: Canadian Orientation Abroad (COA) Administrative Support Assistant (Refugees)