Organizational Context and Scope
The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to 62,500 or more individuals 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 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 Middle East and North Africa (MENA). RSC MENA manages US resettlement activities in Jordan, Iraq, Egypt, Syria, Morocco, Algeria, Tunisia, Libya, Yemen, Oman, Saudi Arabia, Qatar, Bahrain, Kuwait, and United Arab Emirates. RSC MENA prepares applications for adjudication by and provides support to visiting US Citizenship and Immigration Services (USCIS) officers, facilitates security and medical screenings, provides information about arrivals to resettlement agencies in the US and offers Cultural Orientation (CO) training to individuals departing for the US.
Under the general supervision of the Deputy Project Manager, RSC MENA OR Project Coordinator, RSC MENA and the direct supervision of the Project Coordinator OR Project Officer, Case Management, RSC MENA, the Senior Project Assistant is responsible for supervising case management activities, with the following duties and responsibilities:
Core Functions / Responsibilities:
- Oversee a team of RSC MENA staff members undertaking case management activities in an assigned area or areas, such as file integrity, program access, pre-screening, field team, adjudications support, scheduling or pre-departure services, 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 case management activities.
- Oversee the efficient and effective management of refugee case files and medical records, including, if assigned, the creation of new case files, the timely and accurate distribution, return and re-filing of case files, that the file tracking system is used to keep comprehensive track of files, and that files are scanned and transformed into travel packets as needed.
- Oversee refugee interviews, if assigned, ensuring team members use appropriate interview techniques, treat refugee applicants with dignity and respect, follow up-to-date formfill and casework procedures, correctly enter data into the Worldwide Refugee Admissions Program System (WRAPS) and other databases, accurately verify information previously entered into files such as biographic and family information, scan, photocopy, attach, file and translate documents as needed, and photograph applicants in accordance with established Standard Operating Procedures (SOPs).
- Organize and schedule refugee appointments, including, if assigned, creating and running ad hoc reports, creating schedules in WRAPS or another database, entering schedule data, updating schedules, overseeing the issuance of notifications and the confirmation of appointments, ensuring applicants are notified of their appointments in an effective, respectful and timely manner, facilitating interpretation services and maintaining a related database, and assisting with circuit ride logistics as needed.
- In relation to the adjudication of refugee case files, provide support to USCIS officers and oversee daily adjudications activities, the distribution of adjudications work to team members, the delivery of briefings for refugee applicants, interpretation during interviews, data entry, logistical support and notifications to refugees of their results.
- Through oversight and quality check (QC) measures, ensure WRAPS is updated as needed with refugee application data, biographical and other sensitive information such as USCIS interview dates, interview and fingerprint results, medical data and resettlement location preferences, and oversee processes such as program access verification, security checks or assurances as required.
- Utilizing reports, oversee and conduct regular QC of case files and data in WRAPS to ensure the accuracy of all case information, the RSC’s compliance with all USRAP and RSC SOPs and that processing pipelines are as short and efficient as possible, with expedited cases progressing as needed.
- In coordination with the Project Coordinator, liaise as needed with other teams and units in RSC MENA 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 team statistics and report regularly to the Project Coordinator, National / Project Officer or RSC management on relevant activities, problems and solutions related to the workflow and processing pipeline.
- Train other Case Management team members as needed to efficiently and effectively manage refugee case files, conduct full refugee interviews, organize and schedule refugee appointments, update WRAPS, conduct quality assurance of files and case data and support the USCIS adjudication, and to oversee case management teams and activities.
- Undertake duty travel as needed to participate in refugee interview and USCIS adjudication circuit rides, 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 refugee applicants, colleagues and partners. Support the development and implementation of SOPs as needed.
- 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 RSC management of any non-compliance to SOPs or codes of conduct by RSC staff members.
- Perform such other duties as may be assigned.
Education & Experience:
· University degree in Social Sciences or other relevant field supplemented by related courses will be advantage, with four years of relevant professional experience.
· Completed Diploma/Secondary school, Certificate in related fields, with six years of relevant professional experience.
Skills & Technical:
· Thorough knowledge of English language
· Ability to use own initiative and work under pressure with minimum supervision
· Excellent computer skills – Word, Excel and Internet
· Strong interpersonal and communication skills
· Attention to detail and ability to organize
· Self-motivated and objective driven
· Delivers on set objectives in hardship situations
Thorough knowledge of English and Arabic.
· Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
· Integrity and transparency: maintains 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 – behavioural 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 – behavioural 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: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
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. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.
How to apply
· Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to firstname.lastname@example.org by 19 October 2021**,** their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number JOR/043/2021 and “Senior Project Assistant, Case Management” as mentioned in the vacancy notice email Subject line. Any application without this information in the subject line will be excluded from the applications. Only shortlisted candidates will be contacted.
· Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN# JOD/043/2021.
· Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website 19 Oct 2021 at the latest, referring to this advertisement and VN# JOD/043/2021, Akhtaboot #147684, in order for an application to be considered valid, IOM only accepts online profiles duly completed in Akhtaboot website for External candidates.