Administrative Programme Support Assistant Job – International Organization for Migration (IOM)

Job Title:   Canadian Orientation Abroad (COA) Administrative Programme Support Assistant (Fresher UN Jobs)

Organisation: International Organization for Migration (IOM)

Duty Station:  Kampala, Uganda

Reference No: VN/UG/017/2022

 

About US:

Established in 1951, the International Organization for Migration (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.  IOM is committed to a diverse and inclusive environment.

 

Job Summary:  Under the direct supervision of the COA Coordinator and Facilitator in COA Uganda; the overall administrative supervision of the IOM Uganda office; and the technical support of the COA Global Programme Manager in Geneva and Global Management team in Ottawa and Manila, the successful candidate will provide administrative support to the COA Programme by assisting and supporting by liaising internally within the COA Uganda team, with various COA partners in IOM (IOM OPS and IOM MHD) on refugee movements, and with other IOM departments on administrative matters. S/he will provide administrative and logistical support on various aspects of COA programme activities in Uganda.

 

Key Duties and Responsibilities:

  • Support the COA coordination with registration and scheduling of COA sessions, calling refugee clients, preparing participant lists, translation of materials into target languages (if required) and with the maintenance of up-to-date and accurate statistical sheets.
  • Prepare participant lists for all eligible clients only; that is, those 13 years and older.
  • Support the coordination of refugee programming activities with the COA Coordinator and team on an on-going basis; liaise with other IOM partners (IOM OPS and IOM MHD) for all incoming Advanced Booking Notifications (ABN).
  • Support COA coordination with other IOM departments (HR, Logistics/Procurement, Finance), Transit Centre Management, and other IOM missions as necessary.
  • Support COA coordination with IOM Uganda Finance department and Logistics Unit to make sure that refugee clients, if eligible, get the travel reimbursement and are provided accommodation when required.
  • Support COA coordination with logistic and administrative support in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments.
  • Support COA coordination with relevant food vendors, if necessary, to ensure that snacks and meals are provided on time while maintaining high standard of food, presentation and hygiene.
  • Support COA coordination with making arrangements for the purchase and implementation of Personal Protection Equipment (PPE) in times of the pandemic: masks (for distribution to COA participants), sanitizing products (to use outside and inside the COA training rooms), and implementation of training room distancing.
  • Timely report to COA Canada team @COACanada@iom.int any refugee clients who did not/could not attend a COA session and justify the reason.
  • Be fully efficient at using the COA data-encoding system (MiMOSA) in coordination with COA Manila staff and submit report attendance timely.
  • Attend e-learning courses on data protection principles and keep records of all COA participants confidential.
  • In coordination with the COA Coordinator and team, maintain an inventory of COA materials (COA Participant Workbooks, pens, bags, notebooks, etc.), support the procurement and distribution of COA training materials and supplies with the COA supply chain management staff in IOM-COA Manila.
  • Carry out various administrative tasks, including logistics of Travel on Duty (TDY), the organization of meetings and workshops, corresponding with participants.
  • Contribute to development of the COA programme by participating in staff development workshops, exchange programs, attend mandatory and suggested e-learning courses and in-person or virtual Training of Trainers seminars.
  • Provide translation and interpretation services when needed.
  • Perform such other duties as may be assigned.

Qualifications, Skills and Experience:

  • The applicant for the United Nations International Organization for Migration (IOM) Canadian Orientation Abroad (COA) Administrative Programme Support Assistant job must hold a University degree in Administration, Management, Political or Social Sciences or in a related field from an accredited academic institution with two years of relevant professional experience; or a High school diploma with four years of relevant professional experience.
  • Experience working with an organization.
  • Experience providing administrative support.
  • Demonstrated ability to work effectively with a team.
  • Experience in working independently, and reporting to a team
  • Languages: Fluency in English Working Knowledge of any other UN languages.
  • Lingala, Kiswahili, Kinyarwanda, Tigrinya, Amharic, Somali, etc. is an added advantage

 

Skills

  • Clear and concise communication in writing (English).
  • Excellent planning, organizational and time management skills.
  • Attention to details.
  • Proven ability to communicate cross-culturally.
  • Speaking more than one of the different languages spoken by refugees in Uganda: Lingala, Kiswahili, Kinyarwanda, Tigrinya, Amharic, Somali, etc.
  • IOM Functional Competencies required: Effective communicator, successful negotiation, creative analytical thinker, active learner, strong team player and cross-cultural facilitator.
  • Solid computer skills, including proficiency in MS Office Packages (Office, Excel, Power Point, SharePoint, Adobe Pro, Zoom, Outlook)

 

Competencies

Values

  • Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency: maintain 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 – behavioral 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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

 

How to Apply:

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé highlighting the required education and experience.

 

All interested applicants may send their applications to hruganda@iom.int no later than 8th November 2022. Reference Number and Position Title: VN/UG/017/2022 – Canadian Orientation Abroad (COA) Administrative Programme Support Assistant should be specified in the SUBJECT field.

 

NB: Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview.

 

Deadline: 8th November 2022

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