Canadian Orientation Abroad

Vacancy/Reference Number:    VNSA3/

Position Title:                              Canadian Orientation Abroad (COA) Coordinator and Facilitator

Position Grade:                           G6 (UN Salary Scale for General Staff)

Duty Station:                               CO Pretoria, South Africa

Appointment Type:                   One Year Fixed Term Contract with the possibility of extension

Estimated Start Date:               As soon as possible

Closing Date:                            March 3

Context:

Established in 1, 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.

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 8, COA has provided pre-arrival Information and Orientation sessions to refugees approved for resettlement to Canada in over locations worldwide.

Under the direct supervision of the IOM Chief of Mission 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:

Responsibilities and Accountabilities

1. 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 South Africa and in the Southern African region.
2. 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 years and older.
3. 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.
4. Liaise and represent COA vis-à-vis various stakeholders and help promote IOM’s refugee programming to relevant stakeholders in South Africa and in the Southern Africa region.  These may be the Canadian Embassy and other partners that may come to play a role in COA pre-departure orientation activities.
5. Coordinate with IOM South Africa Finance Department and Logistics Unit to make sure that refugee clients, if eligible, get the travel reimbursement and are provided accommodation when required.
6. 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 South Africa.
7. Coordinate with IOM Logistics Unit in generating Purchase Requests (PR), using the correct WBS and following up on charges and payments.
8. 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.
9. 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.
10. 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.
11. Assign, guide and supervise the daily tasks of other COA Support staff, such as childminder and on-call interpreters, if required.
12. Coordinate with COA Manila staff for MiMOSA entries and other statistical matters.
13. 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.
14. 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.
15. For maximum uptake of refugees, timely coordinate pre-departure orientation details with IOM colleagues in Resettlement OPS and Medical Health Department (MHD).
16. Oversee and coordinate all pre-session details: training room preparation, equipment, materials, snacks/meals, reimbursement of transportation, hiring of interpreters and childminders, whenever required.
17. For virtual sessions, coordinate with IOM OPS/IOM MHD for phone numbers/email addresses for all COA refugee clients.
18. Submit COA statistical reports in MiMOSA COA reporting Tool within the required timeline after completing a COA session (typically 2 days).
19. 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.
20. 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.
21. Be familiar with the content of the COA Refugee Training activities Toolboxes (for both adults and youth).
22. Write narrative reports (bi-monthly, quarterly and annual) that present accomplishments and challenges, gather statistics and maintain statistical records.
23. 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.
24. Contribute to the development of surveys and promotional tools aimed at increasing the uptake of pre-departure services among refugees.
25. Contribute to the global development of the COA programme by participating in staff development workshops, exchange programs, and Training-of-Trainers seminars, etc.
26. Engage in continuous self-directed study for professional development, as required by IOM and COA.
27. 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.

  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 Southern Africa.
• 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 and another language spoken by refugees in Southern Africa
• French is advantageous

Competencies:

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

Values – all IOM staff members must abide by and demonstrate these three 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 – 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.

  Method of application:

If you are qualified for this position, please apply via

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee). IOM does not request any information related to bank accounts.