Project Assistant

For the purpose of this vacancy, only first tier candidates will be eligible for consideration. Internal candidates are considered first-tier candidates.

Context

IOM provides a range of services and support to various resettlement programmes globally including, but not limited to, case processing, migration health assessments, organized transportation, pre-departure and cultural orientation, and administration of a travel loan and collections program. The relevant Departments in the IOM Headquarters, specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight, and guidance to IOM's global support to all resettlement programs.

Resettlement Support Centers (RSCs) provide critical support and processing assistance for the Follow-To-Join Asylees (FTJ-As). As part of an MOU between IOM and the Coordinated Afghan Relocation Efforts (CARE), IOM manages several RSCs which prepare applications for adjudication by and provide support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitate security and medical screenings, provide information about arriving individuals to resettlement agencies in the US and offer Cultural Orientation (CO) training to individuals departing for the US, and provide support to the FTJ-A managed by the Field Operations Directorate.

Responsibilities

• Undertake case management activities in an assigned area or areas, such as file integrity, program access, prescreening, field team, adjudications support, scheduling or pre-departure assistance, and, as required, guide and monitor teams of Project Clerks and Project Assistants in organizing and completing case management activities in an assigned area.
• Efficiently and effectively manage case files and medical records, including, if assigned, verifying the creation of new case files, the timely and accurate distribution of case files, that all returned files are promptly filed, that the file tracking system is used to keep comprehensive track of files, and that files are scanned and transformed into travel packets as needed.
• Undertake refugee form fill and casework interviews for the purposes of recording case histories and biographical information, including, if assigned, correctly entering data into the relevant project databases, verifying information previously entered, such as biographic and family information. As needed, scan, photocopy, attach and fill documents, translate documents, and photograph applicants in accordance with established Standard Operating Procedures (SOPs).
• In coordination with supervisors, organize and schedule appointments for the applicants, including, if assigned, running ad hoc reports, creating schedules in relevant database, entering schedule data, updating schedules, overseeing the issuance of notifications and confirmation of appointments, arranging interpretation services and assisting with logistics.
• In relation to the adjudications support activities, as assigned, assist supervisors in supporting immigration officers from the resettlement country, conduct briefings for applicants, ensuring accurate information is shared regarding timelines, expectations, fraud, malfeasance and case processing, and, as needed, provide interpretation during interviews, perform data entry, provide logistical support.
• Verify the relevant database is updated as needed with refugee application data, biographical and other sensitive information such as interview dates, visa interview conducted by the resettlement government officials, and fingerprint results, medical data and resettlement location preferences, and, if assigned, guide the activation of processes such as program access verification, security checks or assurances as required.
• Utilizing reports, conduct regular quality assurance checks of case files and data to ensure the accuracy of all information and the RSC's compliance with all IOMSOPs in relation to case files.
• In coordination with supervisors, liaise as needed with other teams and units in the RSC MENA and other RSCs. Provide regular reports on the work being accomplished within the team to supervisors and team members.
• Train other Case Management team members as needed to efficiently and effectively manage refugee case files, conduct full refugee interviews, organize and schedule refugee appointments, update the databases, conduct quality assurance of files and case data and adjudication supports.
• Demonstrate an in-depth understanding of the IOM resettlement and movement management, SOPs and relevant databases, as well as the ability to remain professional, impartial and unbiased during all interactions with refugee applicants and colleagues.
• Maintain the confidentiality and integrity of all RSC-related information by implementing control procedures in line with IOM standards of conduct and data protection rules. Alert RSC management of any non-compliance to SOPs or codes of conduct by RSC staff members.
• Perform such other duties as may be assigned.

Education

• Bachelor's degree in Interpretation, Literature, Linguistics, Social Science, or a related field from an accredited academic institution with three years of relevant professional experience; or,
• Complete school diploma from an accredited institution with five years of relevant professional experience.

Experience

• Five years of working experience with secondary education; three years of working experience with Bachelor's degree.
• Thorough knowledge of English.
• Ability to use own initiative and work under pressure with minimum supervision.

Skills

• Excellent communication and interpersonal skills.
• Discreet, patient and detail and client-oriented.
• Good knowledge of Word, Excel and the internet is a strong advantage.
• Ability to meet deadlines and quality requirements for outputs.
• Ability to produce and deliver quality results in a service-oriented and timely manner.
• Ability to establish and maintain effective working relationships with beneficiaries and other stakeholders.
• Ability to identify and monitor any changes in the needs of project beneficiaries.
• Ability to incorporate gender-related needs, perspectives and concerns into their work and workplace, and to promote equal gender participation.

Languages

For all applicants, fluency in English, Dari and Pashto is required (oral and written).

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

• 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.

Notes

Only shortlisted candidates will be contacted. No Fees: IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee). Appointment will be subject to certification that the candidate is medically fit for appointment. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Eligibility: This position is open to all nationalities. IOM Qatar will facilitate the work visa and residency permit requirements for the selected candidates.

Same Posting Description for Internal and External Candidates.

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

• Job Identification 14117
• Posting Date 03/23/2025, 11:39 AM
• Locations Doha, QA
• Apply Before 03/27/2025, 08:59 PM
• Job Schedule Full time
• Job Shift Day
• Contract Type Special Short Term Graded (Up to 9 months)
• Initial Contract Duration 6 months until 30 September 2025
• Vacancy Type Special Vacancy Notice
• Recruiting Type General Service
• Grade G-5