Senior Project Assistant, Case Management

Vacancy Notice No:SVN#NP/10/17

Open to Internal and External Candidates

Position Title: Senior Project Assistant, Case Management

Position Required: 3 

Duty Station: Kathmandu, Nepal

Classification:General Service Staff, Grade 6

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 Manager, RSC SA and the direct supervision of the Deputy Project Manager, RSC SA, the Senior Project Assistant, Case Management is responsible for supervising case management activities, with the following duties and responsibilities:

Core Functions / Responsibilities: 

• Oversee a team of RSC SA staff members undertaking case management activities in an assigned area or areas, such as file integrity, program access, pre-screening, field team, adjudications support, scheduling or pre-departure services, including supporting staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of case management activities. 
• Oversee the efficient and effective management of refugee case files and medical records, including, if assigned, the creation of new case files, the timely and accurate distribution, return and re-filing of case files, 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. 
• Oversee refugee interviews, if assigned, ensuring team members use appropriate interview techniques, treat refugee applicants with dignity and respect, follow up-to-date form fill and casework procedures, correctly enter data into the Worldwide Refugee Admissions Program System (WRAPS) and other databases, accurately verify information previously entered into files such as biographic and family information, scan, photocopy, attach, file and translate documents as needed, and photograph applicants in accordance with established Standard Operating Procedures (SOPs).
• Organize and schedule refugee appointments, including, if assigned, creating and running ad hoc reports, creating schedules in WRAPS or another database, entering schedule data, updating schedules, overseeing the issuance of notifications and the confirmation of appointments, ensuring applicants are notified of their appointments in an effective, respectful and timely manner, facilitating interpretation services and maintaining a related database, and assisting with circuit ride logistics as needed.
• In relation to the adjudication of refugee case files, provide support to USCIS officers and oversee daily adjudications activities, the distribution of adjudications work to team members, the delivery of briefings for refugee applicants, interpretation during interviews, data entry, logistical support and notifications to refugees of their results. 
• Through oversight and quality check (QC) measures, ensure WRAPS is updated as needed with refugee application data, biographical and other sensitive information such as USCIS interview dates, interview and fingerprint results, medical data and resettlement location preferences, and oversee processes such as program access verification, security checks or assurances as required.
• Utilizing reports, oversee and conduct regular QC of case files and data in WRAPS to ensure the accuracy of all case information, the RSC’s compliance with all USRAP and RSC SOPs and that processing pipelines are as short and efficient as possible, with expedited cases progressing as needed.
• In coordination with the RSC Deputy Project Manager, liaise as needed with other teams and units in RSC SA and with external partners such as USCIS, the Refugee Processing Center (RPC), panel physicians, the US Embassy and the United Nations High Commissioner for Refugees (UNHCR). Prepare team statistics and report regularly to the RSC Deputy Project Manager, Project Officer or RSC management on relevant activities, problems and solutions related to the workflow and processing pipeline.
• 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 WRAPS, conduct quality assurance of files and case data and support the USCIS adjudication, and to oversee case management teams and activities. 
• Undertake duty travel as needed to participate in refugee interview and USCIS adjudication circuit rides, for meetings and for training. 
• Demonstrate a comprehensive understanding of the USRAP, SOPs and WRAPS, as well as the ability to remain professional, impartial and unbiased during all interactions with refugee applicants, colleagues and partners. Support the development and implementation of SOPs as needed. 
• Maintain and ensure 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 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 Social Science or a related discipline from an accredited academic institution with four years of experience; Or
• High School degree in above field with six years of relevant professional experience;

Experience 

• Strong interpersonal and communication skills
• Experience communicating with legal representatives is an advantage
• Ability to use own initiative and work under pressure with minimum supervision 
• Excellent computer skills  - Word, Excel and Internet 
• Attention to detail and ability to organize
• Self-motivated and objective driven

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