Administrative-jobs at World Vision, IOM

JOB DETAILS:

MAJOR RESPONSIBILITIES
• Accountability (Information Provision, Community Engagement/Consultation, Community Participation, Complaints, Feedback & Response Mechanism)-Beneficiaries oriented (50%)
• Receives, records/documents and respond to all complaints mainly channeled via help desks and other channels (Feedback meeting, referral system, consultations etc) that are related to World Vision programs, commitments, or conduct, this can include Food, GBV, security, Peacebuilding & Child protection related issues.
• Engage in daily pre-address speech/Pre-distribution meetings where key updates/information are being passed/communicated to beneficiaries.
• Liaising: making a link between the beneficiary and the Distribution/Nutrition team at GFD and SFP respectively.
• Ensuring that, all complaints and feedback that are not food aid or cash aid shall be referred to the relevant sectors/organization.
• Provide a receipt to beneficiaries (refugees) for all complaints and feedback received.
• Information dissemination: Participate in Providing information to beneficiaries on project activities (i.e. Nutrition/distribution program), about World Vision, and how to make a complaint.
• Confirm beneficiary selection criteria (verification) and other program information provided by World Vision.
• Pass non-sensitive feedback and complaints about World Vision’s activities to the WV staff on site (distribution staff on daily).
• Collect complaints on sensitive issues related to World Vision’s program into a secure complaints box. World Vision will then investigate and follow up on complaints and feedback.
• Provide information on other programs being executed by other organizations and services that exist in the area/Camp.
• Supervising all CRM Committee members ie. Help Desk Committee members
• Ensuring the help desk operates not only during distribution but also during pre and posts distribution.
• Ensuring that notes/information boards is in place and information is updated and posted timely.
• Take part in the training of committee members (FAC and CHD) and other stakeholders.
• Flourished relationship between Staff and beneficiaries
• Timely referral of non-food complaints/feedback to respective sector leads/agencies.
• Informed communities about our programming (As per different studies/surveys held by the project and WFP).
• Outstanding adherence to the Code of conduct by distribution staff.
Improved Litigation operation as a result of regular training for CHD and CRM committee members.

Accountability (Work-related) (30%)
• Ensuring timely response to Complaints
• Writing referrals: Channelling food un-related complaints to other agencies timely (within 24 working hours)
• With collaboration with AME personnel periodically identify how the community would like/prefer to complain.
• Ensuring and maintaining the confidentiality of all complaints received as well feedback issued to beneficiaries.
• Ensuring availability of help desk banners during operation/distribution.
• Treating beneficiaries and agency staff with fairness and equity, transparency, and a respectful manner at all times when working at the Help Desk.
• Engaging the community in an appropriate and respectful manner, never raising false expectations.
• Observing the Humanitarian code of conduct (i.e Do no Harm) and operating procedures.

Reporting and Documentation. (15%)
• Preparing and submitting CRM weekly or monthly Progress reports.
• Prepare and reconcile cycle manual redemption report with Distribution Center Supervisors prior to submission to WFP.
• Recording data into a paper-based format and filling data into the ODK platform daily during distribution.
• Document every pre-distribution speech/meeting minute on a circle basis and ensure signed by both community and project representatives. Also, document every piece of information shared with communities.
• Timely Submitted Reports
• Reconciled Manual redemption report submitted to WFP
• Presence of synchronized CRM data into ODK platform software two days after cycle accomplishment.
• Documented minutes as evidence of what was communicated and signed by key participants i.e. project v/s Community side).

Other Duties: (5%)
• Attend inter-agency help desks as assigned by his/her supervisor.
• Representing the organization into camp level meetings and sharing feedback promptly (24 hours)
• Participate in assessment exercises such as Beneficiary service satisfaction and Post Distribution monitoring (PDM).
• To perform any other related duties as assigned by his/her designee.








JOB DETAILS:

RESPONSIBILITIES AND ACCOUNTABILITIES
• Oversee and undertake compliance activities in Movement Operations, including activities related to project monitoring and evaluation, training, youth services, project reporting, project support and/or protection.
• In close coordination with the USRAP Oversight Officer in Washington, D.C., oversee monitoring and evaluation activities, including, if requested, planning monitoring and evaluation activities, designing monitoring and evaluation mechanisms, such as surveys, interview protocols and focus group topics, administering surveys, interviews, and focus groups, analysing monitoring and evaluation data and reporting on data to relevant persons
• Oversee and plan training activities for Movement Operations staff members, including serving as a Training Focal Point for the Region in close coordination with the HR-Business Partner. Coordinate with management and staff members to identify training needs within the Region; plan, organize and administer trainings; support the delivery of trainings; learn to deliver, and deliver, trainings; report to the HR-Business Partner and Staff Learning and Development (SDL) at HQ on trainings that are held; and contribute as needed to the development of new training packages.
• Provide support to management in relation to a wide range of special projects serving all pillars of Movement Operations in the Region as well as Movement Operations management and IOM Units that are outside of, but support, Movement Operations activities. In relation to project reporting, support management as needed with compiling information for reports and distributing reports within IOM Tanzania for internal use.
• Oversee protection activities related to vulnerable beneficiaries served by Movement Operations, such as children, the elderly, survivors of sexual and gender-based violence (SGBV), persons with disabilities, lesbian, gay, bisexual, transgender and intersex (LGBTI) persons and other marginalized individuals, including, if assigned, providing training on how to work with at-risk individuals, drafting Standard Operating Procedures (SOPs), tools and reference materials, monitoring the implementation of SOPs and tools, providing regular reports on at-risk cases, liaising with colleagues and partners on relevant issues, and analysing or completing documentation related to youth.
• Administer the Transit Center Youth Services area, maintaining an environment that is conducive to the education of children and young adults. In this capacity, provide equal access to the Youth Services area for all children, arrange for adequate supervision during center hours, promote the center through visual materials and announcements, and ensure equipment and materials are available, appropriate, clean and safe for use by children.
• Create and organize youth-themed recreation times and classes at the Transit Center using known educational content and curriculum in the language(s) of the children being served. Identify creative ways to deliver Transit Center-relevant lessons related to personal hygiene, environmental awareness, and community health.
• Work with Transit Center staff members to ensure that special attention is brought to the hygiene and consistent stocking of items used by children.
• Provide regular reports on the work being accomplished to supervisors and team members.
• Demonstrate an in-depth understanding of relevant Movement Operations SOPs and
• Movements-related systems and databases (including iGATOR, MiMOSA, SAR, and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA).
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Operations Manager or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
• Perform such other duties as may be assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE
• High School diploma with six years of relevant working experience.
• or,
• Bachelor’s degree in Statistics, Business Administration/Management, Economics, or related field with four years of relevant professional experience.
• At least 4-6 years of relevant experience (please see above) such as office/business administration, customer service, record keeping, compliance, monitoring and evaluation, clerical duties, etc.
• Experience in creating and maintaining computer and paper files.
• Prior experience with tools and strategies for data collection and analysis, and production of reports preferred.
• Experience with USRAP programs.
• Experience with USRAP processing systems, such as WRAPs, MiMOSA, etc
• Experience working in a multi-cultural setting.

Work Hours: 8

Experience in Months: 36