Summary
Date Posted: Wednesday, October 26, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Core Functions / 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.
• 3. 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).
• 4. Support COA coordination with other IOM departments (HR, Logistics/Procurement, Finance), Transit Centre Management, and other IOM missions as necessary.
• 5. 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.
• 6. Support COA coordination with logistic and administrative support in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments.
• 7. 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.
• 8. 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.
• 9. 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.
• 10. Be fully efficient at using the COA data-encoding system (MiMOSA) in coordination with COA Manila staff and submit report attendance timely.
• 11. Attend e-learning courses on data protection principles and keep records of all COA participants confidential.
• 12. 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.
• 13. Carry out various administrative tasks, including logistics of Travel on Duty (TDY), the organization of meetings and workshops, corresponding with participants.
• 14. 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.

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 two years of relevant professional experience; or
• High school diploma 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 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)

Languages
• Fluency in English
• Working Knowledge of any other UN languages.
• Lingala, Kiswahili, Kinyarwanda, Tigrinya, Amharic, Somali, etc. is an added advantage

Required Competencies
• The incumbent is expected to demonstrate the following values and 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.

Other
• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
• 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.
• 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.
Applications from qualified female candidates are especially encouraged.
Only short-listed candidates will be invited for an interview.
Posting period: From 25th October 2022 to 08th November 2022

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