PLVN 23-026 Project Assistant - Case Management

Context: 

The United States Refugee Admissions Program (USRAP) operates worldwide to provide resettlement opportunities to thousands of individuals annually. IOM offers 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. 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. 

Core Functions / Responsibilities:

Under the general supervision of the Project Coordinator, Case Management, RSC Eurasia, and the direct supervision of the Project Officer, Case Management, RSC Eurasia, the Project Assistant is responsible for undertaking and guiding case management activities, with the following duties and responsibilities:

1. Undertake case management activities in an assigned area or areas, such as file integrity, program access, prescreening, field team, adjudications support, scheduling or pre-departure services.
2. Assist in the efficient and effective management of refugee case files and medical records, including, if assigned, undertaking such duties as creating new case files, distributing case files, filing returned files, keeping accurate and comprehensive track of files through the file tracking system, scanning files and transforming case files into travel packets.
3. Undertake refugee form fill interviews for the purposes of recording biographical information, including, if assigned, accurately completing necessary forms, correctly entering data into START and other databases, scanning, photocopying, attaching and filing documents, translating basic documents, and photographing applicants in accordance with established Standard Operating Procedures (SOPs).
4. Assist with the organization and/or scheduling of refugee appointments, including, if assigned, running ad hoc reports, entering data into schedules in the START or another database, updating schedules, issuing notifications, visiting applicants in camps and other locations to relay appointment information, and/or assisting with circuit ride logistics.
5. Assist with the adjudication of refugee case files by providing, if assigned, interpretation during interviews, data entry services, logistical support, and assisting with the notification of results to refugee applicants as needed.
6. Update START with biographical and other sensitive information such as interview dates, US Citizenship and Immigration Services (USCIS) interview and fingerprint results, medical data, resettlement location preferences, and, if assigned, activate processes such as program access verification, security checks or assurances as required.
7. Undertake quality assurance checks of refugee files and case data in START as directed by Case Management team members or supervisors.
8. Provide regular reports on work being accomplished to the Project Focal Point, Case Management, and/or supervisors and team members.
9. Undertake duty travel as needed to participate in meetings or training.
10. Demonstrate a solid understanding of the USRAP, SOPs, and START and the ability to remain professional, impartial, and unbiased during all interactions with refugee applicants and colleagues.
11. 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 the Project Focal Point or RSC management of any non-compliance to SOPs or codes of conduct by RSC staff members.
12. Perform such other duties as may be assigned.

Required Qualifications and Experience 

Education

• High school diploma with four years of relevant experience, or:
• Bachelor’s degree in Social Sciences or related field from an accredited academic institution, with two years of working experience.

Experience and Skills

• Attention to detail and the ability to organize is required.
• Excellent computer skills - MS Office (Word, Excel), database, and Internet are required.
• Strong interpersonal and communication skills are required.
• Ability to work under pressure with minimum supervision is required.

Languages

Fluency in English is required. Knowledge of Ukrainian and Russian is considered advantageous.

Competencies

The incumbent is expected to demonstrate the following values and competencies:

VALUES - All IOM staff members must abide by and demonstrate these five values:

1. Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
2. Integrity and transparency: Maintains high ethical standards and acts consistent with organizational principles/rules and standards of conduct.
3. Professionalism: Demonstrates ability to work composed, competent, and committed and exercises careful judgment in meeting daily challenges.
4. Courage: Demonstrates willingness to take a stand on issues of importance.
5. Empathy: Shows compassion for others and makes people feel safe, respected, and fairly treated.
   
   

CORE COMPETENCIES - Behavioural indicators – Level 1

1. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
2. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
3. Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
4. Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
5. Communication: Encourages and contributes to transparent and open communication. Explains complex matters in an informative, inspiring, and motivational way.
   
   

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

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records relevant to the advertised position's requirements.

The appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned government, where applicable.

Vaccination against COVID-19 will be required for IOM personnel hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.