Project Assistant (Migrant Service) – Fap Open For Internal Candidates

Under the programmatic supervision of the Family Assistance Program (FAP) Project Manager and the direct supervision of the Team Leader and the overall supervision of Head of Office, the successful candidate will be based in Beirut and will be accountable and responsible for assisting the streamlining of applicant case processing and guiding Syrian family members on how to correctly complete the German Family Reunification (FR) visa application and supporting documentation checklists.   Major Duties and Responsibilities:   Act as the administrative focal point for the FAP project, assist in the day-to-day implementation and monitoring of the FAP activities in close coordination with the Team Leader, and supporting the Project Manager in Team Leader’s absence;   Responsible for all administrative support for the project, performing day-to-day activities such as, procurement, and accounting including preparing purchase orders/requests; Responsible for the petty cash fund for FAP project, including its regular liquidation and replenishment; Provide excellent migrant service to applicants at all times, in full compliance with the Service Standards; this includes the completion of VIDEX online application form and conduct completeness checks on all documentation before their visa appointment and provide advice to migrants  in a timely manner, either in person at the FAP or by responding to telephone and e-mail inquiries; Proficient use of IOM internal software platforms; enter required applicant data, lodge application documents in the required order in IOM-designated folders for applicants to submit to Embassy at their scheduled interview time; Train and provide guidance to the MSAs and ensuring the SOPs are followed and upheld; Manage the appointment schedule system for the visa applications taken at the FAP in close coordination with the Team Leader, ensuring that the appointments are allocated according to the SOP in an effective manner, Assist in reporting and data-management of the FAP project preparing statistical and thematic reports on weekly and monthly basis. Maintain a professional appearance and migrant-friendly demeanour at all times; Inform management of any problems or issues immediately and regularly make suggestions on how to improve efficiency and service;   Maintain a positive working relationship with staff members within the FAP, with the German Embassy staff locally and with external counterparts involved with the processing of this caseload; Maintain confidentiality of all FAP-related matters, in accordance with guidelines and instructions; Take active steps to mitigate fraud and malfeasance, and to monitor the integrity of records containing individual data; Perform any other duties as may be assigned.