Overview

The Project Assistant (Document Verification) will undertake document verification services provided by IOM Ethiopia through its IBG programming. The role involves following up on email communications, coordinating with the verification team, preparing official letters, performing verification activities, and submitting reports.

Tasks Summary

• Follow up email communications related to document verification including requests from embassies and reply on time.
• Coordinate with the Document verification team on the approved documents to be verified at RRS, INVEA, and other issuing entities and plan the verification in advance.
• Prepare and submit official letters to issuing offices to facilitate verification of all documents sent from Embassies and update the data in the shared file.
• Perform the document verification activities requested by different embassies as per established guidelines or standards and submit the verification report to the respective embassies in a timely manner.
• Prepare detailed cost breakdowns and invoices for each document verification, in accordance with the standard operating procedures and guidelines of different clients.
• Analyze statistical data, generate, and submit the requisite reports.
• Provide daily notifications to the supervisor and the IBG National Officer regarding tasks completed, assignments undertaken, and any challenges encountered.
• Compile and disseminate weekly, monthly, quarterly, and annual document verification reports to the supervisor or the IBG team.
• Initiate purchase orders and payment requests for all costs associated with document verification.
• Coordinate with the Finance Unit to request advances for service fees payable to various issuing offices and ensure that all advances are made promptly.
• Manage the handling of official documents to and from United Nations agencies, embassies, and implementing partners, ensuring that delivery confirmations are obtained and that all documents are processed in accordance with established protocols.
• Undertake any other duties commensurate with the incumbent’s capabilities, as assigned by the supervisor or the Immigration and Border Officer.

Experience Requirements

• University degree in Law or Social Science with plus two years of relevant experience in Immigration and Visa processing, vital event registration and processing, and fraud detection.
• College diploma in social science and four years of relevant experience in Immigration and Visa processing, vital event registration and processing, and fraud detection.
• Experience in immigration and visa processing, vital event registration, and fraud detection, including comprehensive report writing.
• Proficient in data and file management, document verification, family unification, and other humanitarian admission processes.
• Demonstrated ability to establish and maintain strong working relationships with key stakeholders, including relevant government entities, UN agencies, embassies, and international organizations.
• Significant experience working with humanitarian agencies, particularly UN agencies and international/non-governmental organizations (I/NGOs), with a focus on supporting migrants and refugees.
• Prior experience with the United Nations or international NGOs is considered an asset.

Qualification Requirements

• High School Degree/Certificate
• University degree in Law or Social Science
• College diploma in social science