Migrant Service Assistant

Vacancy Number:SVN-KBL-150/18
Title: Migrant Service Assistant
Duration:6 Months whit possibility with extension
Exp.: 2018-11-22-(5 Months Ago)
Jobs no:10
Salary:As per IOM salary scale G-4/1


Organization: IOM | About IOM
City: Kabul
Country: AF


Education:University degree or equivalent in Business Management Client Services Social Science or related d
Work Experience:Minimum 3 of relevant professional experienc Years


IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies



Accepts and gives constructive criticism

Follows all relevant procedures processes and policies

Meets deadline cost and quality requirements for outputs

Monitors own work to correct errors

Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own work

  • Establishes and maintains effective working relationships with clients

  • Identifies and monitors changes in the needs of clients including donors

  • governments and project beneficiaries

  • Keeps clients informed of developments and setbacks

Continuous Learning

  • Contributes to colleagues learning

  • Demonstrates interest in improving relevant skills

  • Demonstrates interest in acquiring skills relevant to other functional areas

  • Keeps abreast of developments in own professional area


  • Actively shares relevant information

  • Clearly communicates and listens to feedback on changing priorities and procedures

  • Writes clearly and effectively adapting wording and style to the intended audience

  • Listens effectively and communicates clearly adapting delivery to the audience

Creativity and Initiative

  • Actively seeks new ways of improving programmes or services

  • Expands responsibilities while maintaining existing ones

  • Persuades others to consider new ideas

  • Proactively develops new ways to resolve problems

Leadership and Negotiation

  • Convinces others to share resources

  • Actively identifies opportunities for and promotes organizational change

  • Presents goals as shared interests

  • Articulates vision to motivate colleagues and follows through with commitments

Performance Management

  • Provides constructive feedback to colleagues

  • Identifies ways for their staff to develop their abilities and careers

  • Provides fair accurate timely and constructive staff evaluations

  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

  • Holds directly reporting managers accountable for providing fair accurate timely and constructive staff evaluations

Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others

  • Identifies priority activities and assignments for self and others

  • Organizes and documents work to allow for planned and unplanned handovers

  • Identifies risks and makes contingency plans

  • Adjusts priorities and plans to achieve goals

  • Allocates appropriate times and resources for own work and that of team members


  • Masters subject matter related to responsibilities

  • Identifies issues opportunities and risks central to responsibilities

  • Incorporates gender-related needs perspectives and concerns and promotes equal gender participation

  • Persistent calm and polite in the face of challenges and stress

  • Treats all colleagues with respect and dignity

  • Works effectively with people from different cultures by adapting to relevant cultural contexts

  • Knowledgeable about and promotes IOM core mandate and migration solutions


  • Actively contributes to an effective collegial and agreeable team environment

  • Contributes to and follows team objectives

  • Gives credit where credit is due

  • Seeks input and feedback from others

  • Delegates tasks and responsibilities as appropriate

  • Actively supports and implements final group decisions

  • Takes joint responsibility for teams work

Technological Awareness

  • Learns about developments in available technology

  • Proactively identifies and advocates for cost-efficient technology solutions

  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs


  • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

  • Ability to meet deadlines and work under pressure.

  • Experience with the following technologies: Windows 7 and NT operating systems; client/server hardware and software; input/output technology digitizing equipment internet services and related technologies;

V. Education and Experience

  • University degree or equivalent in Business Management Client Services Social Science or related discipline preferred; or an equivalent combination of education training & experience;

  • Minimum 3 years of relevant professional experience in a similar setting & capacity preferred;

  • Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities;

  • Demonstrated proficiency with Microsoft Office applications including Excel PowerPoint Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel Word PowerPoint and Publisher.

  • Previous work experience in international organizations and service industry companies would be an advantage.

  • Strong interpersonal & intercultural skills with an attention to detail

VI. Languages

Required  Fluency in English and Dari is required 


Good Knowledge in Pashto and Working knowledge of German is an advantage

Duties & Responsibilities


Under the overall supervision of the Migration Management Officer programmatic supervision of the Family Assistance Program (FAP) Project Coordinator and the direct supervision of the Team Leader the successful candidate will be based in Kabul and will be accountable and responsible for assisting the streamlining of applicant case processing and guiding family members on the German Family Reunification (FR) visa application process which includes how to correctly complete the required forms and supporting documentation checklists.

Duties and Responsibilities:

  1. Take responsibility for the day-to-day assistance to beneficiaries in the FAP Centre;

  2. Provide excellent migrant service to applicants at all times in full compliance with the Service Standards;

  3. Assist and guide migrants in the completion of the online visa application form as per checklists and conduct completeness checks on all documentation before their visa appointment;

  4. Complete questionnaires on behalf of applicants while ensuring accuracy of the information and verifying the consistency of the information in the questionnaires with the documentation provided;

  5. Provide migrants with accurate information in a timely manner and distribute information sheets Integration Handbook and visa requirement checklists; assisting with telephone and e-mail inquiries from clients (including requirements for submitting visa applications); and informing clients of any changes to visa requirements or submission procedures;

  6. Organize the files of the applicants in the required order based on the instructions of the German Consular staff in IOM-designated folders for applicants to submit to the Consulate at their scheduled interview time and in full compliance with the IOM Service Standards;

  7. Maintain high level of accuracy of data capture by ensuring that the information collected and recorded in the case management system are correct complete and updated at all time;

  8. Answer questions and provide remote guidance on form completion visa requirements and general information to families and principle applicants;

  9. Schedule appointments while ensuring appointment system for applicants in FAP is operated effectively;

  10. Maintain records of all applications and contact with principle applicants and report these records periodically in a timely manner;

  11. Inform management of any problems or issues immediately while regularly suggesting how to improve efficiency and service;  

  12. Take active steps to mitigate fraud and malfeasance and to monitor the integrity of records containing individual data; and

  13. Perform any other duties as may be assigned.


Submission Guideline

Method of Application:

Interested applicants are invited to send their curriculum vitae by the following e-mail address: [email protected]  and by 22 November 2018 latest referring to this advertisement quoting the above vacancy notice number.  Candidates holding IOM contract should submit the internal application form. Sending curriculum vitae to the above-mentioned e-mail address is mandatory and please ensure your contact details are correct in your CV (Curriculum Vitae). Applicants who failed to do so will not be considered. We do not accept hard copies.

Due to the high volume of applications received only shortlisted candidates will be contacted. Please ensure that the e-mail address that you will indicate in your application is accurate. 

Campaigning for this position will be grounds for disqualification.

Email: [email protected]