Project Assistant – SVN-KBL- 060/21 At International Organization for Migration

I. Organizational Context and Scope

Under the overall supervision of the Head of Migration Management and direct supervision of the Programme Officer – Immigration & Border Management Officer the Project Assistant’s primary role will be to support the implementation of Identity and Border Management (IBM) projects60 implemented within the Migration Management Division (MMD).

III. Responsibilities and Accountabilities:

1. Assist in the day-to-day implementation of the MMD activities and provide logistical/administrative support.
2. Provide excellent migrant service to applicants at all times in full compliance with the Service Standards.
3. Communicate with the donor and other external stakeholders on IBM project related matters in close coordination with the Team Leader, IBM Project Officer and Migration Management Officer as needed.
4. Provide accurate information in a timely manner to the donor representatives. This will include updating information sheets and visa requirement checklists; assisting with telephone and e-mail inquiries from applicants’ representatives (including requirements for submitting visa applications); and informing them of any changes to visa requirements or submission procedures in German language.
5. Data Capture: Maintain high degree of skills in using IOM internal software platforms; enter required applicant and representative’s data accurately.
6. Make informal translations of documents communication and meetings as needed.
7. Call center service: responsible for outreach to families and principle applicants to answer questions and provide remote guidance on form filling, visa requirements and general information.
8. Reporting: Maintain records of all applications and contact with principle applicants and report these records periodically in a timely manner
9. Maintain positive working relationships with donor staff locally.

10.Inform management of any problems or issues immediately and regularly make suggestions on how to improve efficiency and service.

11.Maintain a positive working relationship with donor staff members the and with external counterparts involved with the processing of this caseload.

12.Maintain and ensure confidentiality of all donor-related matters in accordance with guidelines and instructions.

13.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.

IV. Competencies:

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

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 wherever possible.

· 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.

Core Competencies – behavioural 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.

Note: Appointment is subject to funding availability.**

Skills:

· Demonstrated proficiency with Microsoft Office applications, including Excel PowerPoint Good knowledge of information technology and proficiency in Microsoft Office applications, especially Excel Word PowerPoint and Publisher.

· Strong interpersonal & intercultural skills with an attention to detail

V. Education and Experience:

· University Degree or equivalent in Business Management, Client Services Social Science, Communications 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.

· Previous work experience in international organizations and service industry companies would be an advantage.**

VI. Languages:

Fluency in English, German, Pashto, and Dari (oral and written).