Project Assistant, Communication

Vacancy Notice No: SVN#NP/17/17

Open to Internal and External Candidates

Position Title: Project Assistant, Communication 

Position Required: 2 

Duty Station: Kathmandu, Nepal

Classification: General Service Staff, Grade 4

Type of Appointment: Special Short Term 9 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: September 29, 2017

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context: 

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to 85,000 or more refugees each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. Some 1200 multi-disciplinary staff members work in support of the USRAP which has an annual budget in the range of USD 200 million. The Department of Operations and Emergencies (DOE), 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.

Under the United States Refugee Admissions Program (USRAP), the Resettlement Support Center (RSC) provides critical support and processing services for refugee resettlement to the US. As part of an MOU between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages the RSC for South Asia (SA). RSC SA manages US resettlement activities in Nepal, Afghanistan, India, Nepal, Pakistan and Sri Lanka. RSC SA prepares refugee applications for adjudication by and provides support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitates security and medical screenings, provides information about arriving refugees to resettlement agencies in the US and offers Cultural Orientation (CO) training to refugees departing for the US.

Under the general supervision of the Project Officer, Communications, Compliance and Cultural Orientation, RSC SA, the direct supervision of the Senior Project Assistant, Communications, RSC SA, and the overall supervision of the RSC Project Manager, RSC SA, the Project Assistant is responsible for undertaking communications activities, with the following duties and responsibilities:

Core Functions / Responsibilities: 

• Assist with communications activities in an assigned area or areas, such as such as case consultation, the information center and/or public affairs.  
• Assist in providing efficient and effective case consultation services for individuals who appear in-person at RSC SA, by providing efficient, effective, accurate, clear and courteous information to individuals during case consultation. 
• Provide information to individuals through the RSC SA information center, ensuring that all communication undertaken by phone, email, through website(s) and other technological means and, if relevant, in person, is efficient, effective, accurate, clear and courteous. Assist in verifying that the information provided by the RSC SA information center is up to date, relevant and accessible to all persons, including to at-risk individuals, and that the staff members providing the information are adequately trained.
• In close coordination with supervisors, as requested, assist with activities related to public affairs, including, as assigned, assisting with  producing and distributing materials for individuals served by RSC SA, RSC management, IOM, partners and donors, including print, audio, visual and online materials. 
• Update WRAPS as needed with communications-related content.
• Undertake quality checks (QC) of communications-related data in WRAPS and other communications tools such as email systems as directed by Communications team members or supervisors. Proactively bring to the attention of supervisors communications-related backlogs or other issues.
• Provide regular reports on the work being accomplished to the Senior Project Assistant, Communications, and/or supervisors and team members.
• Undertake duty travel as needed to participate in meetings or training. 
• Demonstrate an in-depth understanding of the USRAP, SOPs and WRAPS, as well as the ability to remain professional, impartial and unbiased during all interactions with applicants and colleagues. 
• Maintain the confidentiality and integrity of all RSC-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert the Senior Project Assistant or RSC management of any non-compliance to SOPs or codes of conduct by RSC staff members.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree, preferably in Computer Science, Information Management or a related discipline from an accredited academic institution with two years of experience; Or
• High School degree in above field with four years of relevant professional experience;

Experience 

• Attention to detail and ability to organize
• Excellent computer skills - Word, Excel and Internet
• Strong interpersonal and communication skills
• Ability to work under pressure with minimum supervision

Languages

Fluency in English, Nepali is required. 

Required Competencies

Behavioural 

• Accountability – takes responsibility for action and manages constructive criticisms
• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens and communicates clearly, adapting delivery to the audience
• Creativity and Initiative – Proactively develops new ways to resolve problems
• Leadership and Negotiation – Convinces others to share resourcesô€‚ƒ Presents goals as shared interests
• Performance Management – Provides constructive feedback to colleagues Provides fair, accurate, timely, and constructive staff evaluations 
• Planning and Organizing - Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans
• Professionalism -  displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness - displays awareness of relevant technological solutions;
• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

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. Only Nepali Nationals will be considered for this position.

How to apply:

Interested Candidates are requested to submit their application indicating clearly the position applied, VN number and CV with three references to the following address: Human Resource Department, International Organization for Migration, P.O. Box 25503, Baluwatar, Kathmandu or email to iomnepaljobs@iom.int by 29 September 2017. Only short listed candidates will be called for interview.

Posting period: From 15.09.2017 to 29.09.2017