VACANCY ANNOUNCEMENT (VN) Open to Internal & External Candidates

Vacancy No. IOM-VN/0057/23

Position Title Operation Assistant (Document Verification)

Duty Station Addis Ababa, Ethiopia

Classification G-4

Type of Appointment One Year Fixed Term (OYFT)

Estimated Start Date As soon as possible

Posting Period 23.05.2023 to 02.06.2023

 Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes.

Under the general supervision of the Senior Operations Movement Manager in Addis Ababa and under the direct supervision of the Operation Assistant – Document verification (Team leader), the successful candidate shall be responsible to carry out duties related to document verification activities. In particular, he/she will be responsible for the following:

Responsibilities and Accountabilities

1.     Follow up email communications related to document verification including requests from embassies and reply on time.

2.     Coordinate with the Document verification team on the approved documents to be verified at RRS, INVEA, and other issuing entities in and/or out of Addis Ababa and plan the verification in advance.

3.     Prepare and submit official letters to issuing offices to facilitate verification of all documents sent from Embassies and update the data in the shared file.

4.     Perform the document verification activities being requested by different embassies as per established guidelines or standards and submit the verification report to the respective embassies in a timely manner.

5.     Prepare cost breakdown and invoices for each document verification based on the different clients’ SOP and guidelines and analysis statistical data, generate, and submit reports. 

6.     Notify the supervisor and Operations Staff about tasks or assignments performed and challenges as well related to document verification and others on a daily basis.

7.     Prepare weekly, monthly, Quarter, and annual document verification reports, then share them with the supervisor or operations staff.

8.     Raise Purchase Orders and Payment requests for all document verification-related costs and Coordinate with finance in raising advances for service fees to be paid to different issuing offices and subsequently settle advances on time.

9.     Assist Movement activities in Sub-offices, Transit Centre, and airports during departures, processing exit documents and immigration formalities as well as smooth arrangement of logistical needs from point of departure (camp) to Addis Ababa to effect the smooth departure of refugees.

10.  Support the actual refugee movements to and from Addis Ababa and ensure the provision of Logistical assistance for refugees and resettlement interview officers as needed during different resettlement interviews (CWS/RSC & USCIS), Cultural orientation, and medical and departure missions.

11.  Drives office vehicles for the transport of authorized personnel and reports any problems needing assistance/repair, completing logbooks for every trip undertaken.

12.  In case of accidents, ensure that it has been handled within the rules & regulations of the organization. Follow up immediately with the Head Driver, Security Focal Point, and RMU departments, liaise with Traffic Police and subsequently Insurance company, as needed, to claim/recover damages,

13.  Handling official documents to and from different UN agencies, embassies, and implementing partners and ensuring delivery confirmations are returned for appropriate handling,

14.  Any other duties within the incumbent’s capabilities as assigned by the supervisor or the Head of Office.

Job Requirements

Education

·         University degree in social science with two years of relevant experience in Immigration and Visa processing, vital event registration and processing, and fraud detection or

·         College diploma in social science and four years of relevant experience in Immigration and Visa processing, vital event registration and processing, and fraud detection or having a third grade driving license and excellent driving skills is an advantage

Experience

• Relevant years of professional experience in Immigration and Visa processing, vital event registration and processing, and fraud detection

• Experiences in data recording and management, document verification, third-country resettlement, family unification, and another humanitarian admission.

• Proven ability to establish and maintain strong working relations with relevant Governments, UN agencies, different countries’ embassies, and international organizations.

• Appreciation of different cultures, languages, beliefs, Sex and diversity.

• Experience in working humanitarian agencies, especially the UN agencies, I/NGOs, supporting refugees is essential.

• Thorough knowledge and experience in using Microsoft Office packages - (Outlook, Word, Access, and Excel) is required.

• UN/INGO experience is a plus

Languages

·         Fluency in English and Amharic (oral and written) is required.

·         Knowledge of other local languages an advantage.

VALUES AND COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioural competencies:

Values

·         Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

·         Integrity and transparency: maintain 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 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.

Managerial Competencies – behavioral indicators level 2

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicates a clear strategic direction.

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.

·         Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and a work permit, as applicable.

How to Apply

For Internal applicants – please send your application letter enclosed with your updated CV to DL_ETH_IOMEthiopiaHR@iom.int, by putting the vacancy number and job title in the subject line.

For external applicants: you are required to apply through THIS LINK Any application that does not fulfill/attach the below-listed documents will not be considered.

·      Motivation/Application letter indicating the short vacancy number and position title as mentioned in the short vacancy notice.

·      CV (written in English) with three professional referees and their contacts (both email and telephone)

·      Copies of all Academic Certificates from an Accredited University

Only shortlisted candidates will be contacted.

We strongly encourage qualified women to apply!