COA Coordinator and Facilitator (Canadian Orientation Abroad Coordinator and Facilitator) at International Organization for Migration (IOM) | Kigali : Deadline :06-04-2023

VACANCY NOTICE

Open to Internal and External Candidates

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

The Canadian Orientation Abroad (COA) programme is a pre-departure orientation initiative funded by Immigration, Refugees and Citizenship Canada (IRCC) and implemented by the International Organization for Migration (IOM). Since its inception in 1998, COA has provided pre-arrival Information and Orientation sessions to refugees approved for resettlement to Canada in over 60 locations worldwide.

Under the overall supervision of the Chief of Mission, under the direct supervision of the Movement Operations Manager and the technical supervision of the Canadian Orientation Abroad (COA) Global Programme Manager, the COA Coordinator and Facilitator will be responsible for the following functions: 

Core Functions / Responsibilities:

• Be the focal point for the smooth implementation of the Canadian Orientation Abroad programming (telephonic, virtual, in-person orientation deliveries) for both adults and youth, in Rwanda and Burundi.

• Liaise with partners (IOM OPS and IOM MHD) for Advanced Booking Notifications and prepare COA participant lists for all eligible refugee clients; that is, those 13 years and older.

• Liaise with IOM Departments involved in the preparation and delivery of COA sessions: Finance, Security, Logistics/Procurement, ETM/Transit Centre management, and other IOM missions as necessary.
• Liaise and represent COA vis-à-vis various stakeholders and promote IOM’s refugee programming to relevant stakeholders in Rwanda and Burundi. These may be the Canadian Embassy and other partners that may come to play a role in COA pre-departure orientation activities, evaluation and monitoring.

• Coordinate with IOM Rwanda and Burundi Finance Department and Logistics Unit to make sure that refugee clients, if eligible, get the travel reimbursement and are provided accommodation when required.

• Coordinate with COA Management and COA Manila-based Budget Monitoring staff regarding the monitoring of budget expenses and charges, the provision of accurate WBS, and the preparation of COA annual site budgets, in coordination with IOM Rwanda.

• Coordinate with IOM Logistics Unit in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments.
  
  
  

• Coordinate 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.

• Coordinate with relevant services 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.

• Maintain regular contacts with the COA Global Management Team (in Geneva, Ottawa and Manila) and ensure that Canada’s information needs, and that programmatic and reporting activities are coordinated efficiently.

• Assign, guide and supervise the daily tasks of other COA Support staff, such as childminder and on-call interpreters, if required.

• Coordinate with COA Manila staff for MiMOSA entries and other statistical matters.

• Maintain an inventory of all materials and coordinate with the COA Manila staff for printing and shipping of COA materials to permanent and mobile training locations.

• Plan, schedule and timely deliver pre-arrival information and orientation sessions, in-person, telephonic or virtual, to youth and adult refugees, in South Africa and Southern Africa region and in other locations, as required.

• For maximum uptake of refugees, timely coordinate pre-departure orientation details with IOM colleagues in Resettlement OPS and Medical Health Department (MHD).

• Oversee and coordinate all pre-session details: training room preparation, equipment, materials, snacks/meals, reimbursement of transportation, hiring of interpreters and childminders, whenever required.

• For virtual sessions, coordinate with IOM OPS/IOM MHD for phone numbers/email addresses for all COA refugee clients.

• Submit COA statistical reports in MiMOSA COA reporting Tool within the required timeline after completing a COA session (typically 2 days).
• Keep abreast of changes in Canada vis-à-vis resettlement in general and vis-à-vis content of pre-departure orientation and information sessions and contribute to the creation of Standard Operating Procedures (SOPs), lesson plans, agendas, PowerPoint presentations, activities, and facilitation guides.

• Be familiar with the Canada’s refugee resettlement programs: GARs, PSRs, Blended VORs and JAS cases, as well as with the supports and services that are offered in Canada to refugees at a post-arrival stage.

• Be familiar with the content of the COA Refugee Training activities Toolboxes (for both adults and youth).
  
  
  

• Write narrative reports (bi-monthly, quarterly and annual) that present accomplishments and challenges, gather statistics and maintain statistical records.
• Whenever required, coordinate COA mobile session delivery details: travel, security, procurement, medical, and finance with the appropriate IOM departments; as well as training details:  scheduling of sessions, shipping of materials in the language of COA participants, arranging refugee transportation and lodging, ensuring the timely upload of stats in MiMOSA and the preparation of narrative reports. Timely coordinate all COA charges made during remote training session deliveries with IOM Finance staff in receiving missions.
• Contribute to the development of surveys and promotional tools aimed at increasing the uptake of pre-departure services among refugees.
• Contribute to the global development of the COA programme by participating in staff development workshops, exchange programs, and Training-of-Trainers seminars, etc.
• Engage in continuous self-directed study for professional development, as required by IOM and COA.
• Perform other duties as may be assigned from time to time.

Required Qualifications and Experience 

Education

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

• High school diploma with six years of relevant professional experience.

Experience

• Experience working with refugees;
• Experience providing information and orientation to and engaging with refugees is an advantage;
• Demonstrated ability to work effectively with a variety of stakeholders;
• Experience in leading interactive training seminars or orientation sessions for youth and adults. 

    Languages

Fluency in English & Kinyarwanda. French, and Swahili are an added advantage.

Required Competencies

Values

• 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

• Accountability – Meets deadline, cost, and quality requirements for outputs

• Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;

Continuous Learning – Keeps abreast of developments in own professional area

• Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;

• Creativity and Initiative – Proactively develops new ways to resolve problems

• Leadership and Negotiation – Presents goals as shared interests;

• Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;

• Professionalism – Masters subject matter related to responsibilities;

• Teamwork – Actively contributes to an effective, collegial, and agreeable team environment;
  
  
  

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 neighbouring 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 neighbouring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int by at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed CV and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

Posting period:

From 24.03.2023 to 06.04.2023

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