Senior Project Assistant, Communication

Vacancy Notice No: SVN#NP/11/17

Open to Internal and External Candidates

Position Title: Senior Project Assistant, Communication 

Position Required: 1 

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 Project Officer, Communications, Compliance and Cultural Orientation, RSC SA, the Senior Project Assistant, Communication is responsible for supervising communications activities, with the following duties and responsibilities:

Core Functions / Responsibilities: 

• Oversee a team of RSC SA staff members undertaking communications activities in an assigned area or areas related to case consultation, the information center and/or public affairs, 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 communications activities. 
• Oversee communications systems utilized by RSC SA, including, if assigned, email management systems, phone systems, websites and online case inquiry systems, walk-in case consultation spaces and waiting areas. As needed, identify system issues and potential solutions to communications challenges. 
• In relation to case consultation, ensure case consultation spaces are as confidential as possible while remaining secure for staff members and that case consultation spaces can accommodate the existing volume of scheduled and walk-in individuals as well as potential influxes. Work with the Project Officer to ensure staff members undertaking case consultation are adequately trained and provide efficient, effective, accurate, clear and courteous information to all individuals.
• Oversee the information center, if assigned, ensuring that all communication undertaken by staff members by phone, email, through website(s) and other technological means and, if relevant, in person, are efficient, effective, accurate, clear and courteous. In coordination with the Project Officer, ensure 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 the Project Officer, undertake activities related to public affairs, including, as assigned, planning, developing, designing, producing and distributing materials for individuals served by RSC SA, RSC management, IOM, partners and donors, including print, audio, visual and online materials. As required, oversee responses sent to Congressional inquiries made to RSC SA about cases.  
• Ensure WRAPs, other relevant databases and case files are updated in a timely and effective manner with communications-related content, and supervise communications-related processes being carried out within and between units, including by email and phone.
• Utilizing reports and other oversight mechanisms, ensure the regular QC of communications-related data in WRAPS and other communications tools such as email systems to ensure the accuracy and clarity of information shared with individuals as well as the RSC’s compliance with all USRAP and RSC SOPs. Proactively address communications-related backlogs or other issues in coordination with RSC management. 
• In coordination with the Project Officer, liaise 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 unit statistics and report regularly to the National / Project Officer or RSC management on relevant activities, problems and solutions related to the workflow and processing pipeline.
• Train other communications team members to efficiently and effectively manage communications activities, update WRAPS and other databases accurately and to supervise communications team members and activities. 
• Undertake duty travel as needed to participate in communications-related activities, 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 applicants, colleagues and partners. Develop and implement SOPs as needed. 
• Maintain and promote 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 Computer Science, Information Management 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