Vacancy No.  IOM-SVN/0006/22

 Position Title Administrative Program Support - COA

 Duty Station  Addis Ababa, Ethiopia

 Classification G4

 Type of Appointment OYFT - One Year Fixed Term Contract with possibility of    extension

 Estimated Start Date As soon as possible

 Posting Period 27.01.2022 - 09.02.2022

Since 1998, in partnership with the Government of Canada, the International Organization for Migration (IOM) has been providing pre-arrival Information and Orientation sessions to refugees approved for resettlement to Canada in over 60 locations worldwide. This flagship programme is Canadian Orientation Abroad (COA).

Under (i) the direct supervision of the COA Coordinator and Facilitator in COA Ethiopia; (ii) the overall administrative supervision of the IOM Ethiopia office and IOM Transit Centre management; (iii) 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 Ethiopia 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 Ethiopia.

Responsibilities and Accountabilities:

• Support the COA coordination with registration and scheduling of COA sessions, calling refugee clients, preparing participant lists, assisting with narrative reports, translation of materials into target languages 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 Addis Ababa 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.

Job Requirements

Required Qualifications and Experience

Education:

• University degree in Administration, Management, Political or Social Sciences or in a related field from an accredited academic institution with four years of relevant professional experience.

 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.

 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 Ethiopia; especially Afaan Oromo and Tigrinya
• 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)

Languages

• Fluence in English, Amharic, Afaan Oromo, and Tigrigna (Knowledge of at least two local languages )
• Knowledge of Somali Language has advantage.      

VALUES AND COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioral 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 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.

 Managerial Competencies – behavioral indicators level 2

•  Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: work strategically to realize the Organization’s goals and communicates a clear strategic direction. 

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 and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to Apply

Interested candidates are invited to submit their application/ motivation letter enclosed with only detail CV written in English through CLICK HERE on or before February 9, 2022. Please indicate the position title, vacancy number and the duty station in the subject line of your application letter. (Application for Administrative Program Assistant - COA, IOM-VN/0006/22, Addis Ababa). No photocopies of educational/training certificates are required at this stage; applicant who doesn`t follow the required application procedure will automatically be disqualified from the competition.

Only shortlisted candidates will be contacted.

We strongly encourage qualified women to apply!