COA- Program Assistant, Administrative Support – G4

Vacancy NoticeOpen to Internal and External Candidates

Position Title	COA- Program Assistant, Administrative Support
Position Grade	G4
Duty Station	Amman, Jordan
Type of Appointment	One Year Fixed Term (OYFT), with possibility of extension
Date of Issue	22 March 2023
Closure Date	05 April 2023
Vacancy No.	VN/ JOR/25/2023
Organizational Unit

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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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity. Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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.

Organizational Context and Scope

Since 1998, in partnership with the Government of Canada, the International Organization for Migration (IOM) has been providing pre-arrival Information and Orientation sessions to refugees approved for resettlement to Canada in over 60 locations worldwide. This flagship Programme is Canadian Orientation Abroad (COA). Under (i) the direct supervision of the COA Coordinator in COA Jordan; (ii) the overall administrative supervision of the IOM Jordan office; (iii) and the technical support of the COA Global Programme Manager in Geneva, the successful candidate will provide support to the COA Programme by assisting and supporting the delivery of pre-arrival information through a hybrid mix of training modalities: telephonic, virtual and/or in-person orientation and by liaising internally within various COA partners (IOM OPS and IOM MHD) on refugee movements and with other IOM departments on administrative matters. S/he will provide administrative and logistical support on various aspects of COA program activities in Jordan.

Core Functions / 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 data reporting. 
2. Support the coordination of refugee programming activities with the COA Coordinator and team on an on-going basis; liaise with other IOM partners (IOM OPS and IOM MHD) for all incoming Advanced Booking Notifications (ABN) and prepare participant lists for all eligible clients only; that is, those 13 years and older. 
3. Support COA coordination with other IOM departments (HR, Logistics/Procurement, Finance), Transit Centre Management, and other IOM missions as necessary, to assure travel reimbursement and accommodation when required. 
4. Support COA coordination with logistic and administrative support in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments. 
5. Support COA coordination with relevant food vendors, if necessary, to ensure that snacks and meals are provided on time while maintaining high standard of food, presentation and hygiene, for in-person sessions. 
6. Be fully efficient at using the COA data-encoding system (MiMOSA) in coordination with COA Manila staff and submit statistical reports in MiMOSA within the required timeline after completing a COA session (typically 2 days) and timely report to COA Canada team [email protected] any refugee clients who did not/could not attend a COA session and justify the reason. 
7. Attend e-learning courses on data protection principles and keep records of all COA participants confidential. 
8. 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 IOM-COA Manila. 
9. Carry out various administrative tasks, including logistics of Travel on Duty (TDY), the organization of meetings and workshops, corresponding with participants. 
10. Contribute to development of the COA programme by participating in staff development workshops, exchange programs, attend mandatory and suggested e-learning courses and in-person or virtual Training of Trainers seminars and COA toolkit. 
11. Provide translation and interpretation, and childminding services when needed. 
12. Perform such other duties as may be assigned.

Education & Experience:

• University degree in Political or Social Sciences, Education or a related field from an accredited academic institution with minimum (2) two years of relevant professional experience; or 
• Completed High school diploma with minimum (4) four years of relevant professional experience. 
• Experience working with refugees. 
• Experience providing information and orientation to and engaging with refugees is an advantage. 
• Demonstrated ability to work effectively with a variety of stakeholders. 
• Experience in leading interactive training seminars or orientation sessions for youth and adults.

Skills: 

• Clear and concise bilingual communication, spoken and in writing (English and Arabic); 
• Excellent planning, organizational and time management skills; 
• Attention to details, public speaking skills and strong work ethic; 
• Proven ability to communicate cross-culturally; 
• 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, PowerPoint, SharePoint, Adobe Pro, Zoom, Outlook) 

Languages:

Thorough knowledge of English and Arabic (oral and written)

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

VALUES – All IOM staff members must abide by and demonstrate these five 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 – Behavioral indicators

• 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.

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. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.

How to apply:

Interested Internal Candidates need to submit their application plus a motivation letter, updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal through this form: Application Form

Interested External Candidates are invited to submit their applications plus a cover letter via Akhtaboot website, as per above mentioned date at the latest, referring to this advertisement and VN/Akhtaboot numbers # 155963.

Only Shortlisted Candidates will be contacted.

Posting period:

From 22 March 2023 – 05 April 2023

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.

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