Programme Associate (FAP)-G5 (temporary Hiring)

Organizational Context

Established in 1951, IOM is a UN-related organization dedicated to promoting humane and orderly migration. It collaborates with governmental, intergovernmental, and non-governmental partners, providing services and advice to governments and migrants. This role supports streamlining visa application services for German family reunification, resettlement, and evacuation caseloads.

Job Purpose

The Programme Associate (FAP) will assist in streamlining visa application services for German family reunification, resettlement, and evacuation cases. This involves managing beneficiary interactions, processing applications efficiently, and ensuring accurate data entry and file management within the FAP Center. The role contributes to the effective operation of IOM's migration services by supporting the logistical and administrative aspects of visa processing, ensuring compliance with donor requirements and IOM standards. The position plays a key part in facilitating orderly migration processes for beneficiaries, requiring meticulous attention to detail and adherence to established procedures.

Responsibilities

Assist beneficiaries daily at the FAP Center and manage their case files. Process family reunification visa applications, including registering appointments, creating case files in Dynamics 365, distributing files, collecting biometric data, and maintaining the file tracking system. Conduct applicant interviews to record case histories and biographical information, ensuring accuracy and compliance with donor requirements. Enter and verify data in the FAP case management software, scan, photocopy, translate documents, and photograph applicants as per SOPs. Organize and schedule appointments, run reports, and update schedules. Ensure the FAP case management system is updated with all relevant application data. Assist and guide migrants with form completion and provide accurate information regarding visa requirements and procedures. Organize applicant files according to German Consular staff instructions and IOM Service Standards. Maintain records of applications and contacts, and assist with report preparation. Report any issues or suggest improvements to supervisors. Maintain confidentiality of all FAP-related matters and information, and mitigate fraud. Flag vulnerable cases for referral and protection support. Handle hardship and medical cases, coordinating with relevant departments and the German Embassy. Ensure general maintenance of the FAP office building and equipment. Coordinate with logistics, finance, and HR units. Support German resettlement missions by preparing visa applications, collecting documents, and entering data. Receive and forward files to the Embassy for legalization. Provide training to new staff and undertake duty travel as needed.

Work Experience

Minimum of three years of relevant professional experience in a similar setting and capacity is preferred. Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities is required.

Skills

Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Publisher). Knowledge of information technology. Strong interpersonal and intercultural skills. Attention to detail, methodical organization of paperwork. Discreet, client-oriented, patient, and willing to learn. Experience in international organizations, service industry, or non-government/government institutions is advantageous.

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