Overview
Assisting in the streamlining of visa application services for German family reunification, resettlement, and evacuation caseloads. The role involves daily beneficiary assistance and case management.
Key Responsibilities
- Assist on a daily basis beneficiary at the FAP Center and case management of their files.
- Process family reunification visa application case, files, and medical records.
- Register newly received family reunification appointments lists.
- Create new case files into Dynamics 365 (data entry).
- Distribute case files in a timely and accurate manner.
- Collect biometric data.
- Ensure submitted files are promptly completed and compiled.
- Maintain file tracking system.
- Undertake applicant form completion and casework interviews.
- Enter data accurately into FAP case management software.
- Scan, photocopy, attach, file, and translate documents.
- Photograph applicants.
- Organize and schedule family reunification appointments.
- Assist with logistics.
- Ensure FAP case management system is updated.
- Enter required applicant data and lodge application documents.
- Assist and guide migrants in the completion of visa application forms.
- Conduct remote completeness checks on documentation.
- Fill in questionnaires.
- Provide migrants with accurate information.
- Handle telephone and e-mail inquiries.
- Keep applicants updated with announcements and modifications.
- Organize applicants' files.
- Call families and principal applicants to answer questions and provide guidance.
- Maintain records of all applications and contacts.
- Assist with report preparation.
- Inform supervisor of any problem(s) or issue(s).
- Demonstrate in-depth understanding of FAP SoPs.
- Maintain and ensure confidentiality of all FAP-related matters and information.
- Alert management of any non-compliance to SOPs or codes of conduct.
- Take action and steps to mitigate fraud and malfeasance.
- Flag vulnerable cases needing referral and protection support.
- Record all referred cases into FAP case management system.
- Follow up on the status of each case.
- Handle hardship and medical cases.
- Coordinate between FAP management, IOM medical department, and German Embassy.
- Reply to emails related to caseload.
- Report on medical cases monthly.
- Liaise between IOM medical department and German Consulate.
- Ensure general maintenance for the IOM FAP office building.
- Monitor and maintain facility equipment.
- Follow and direct coordination with logistics, finance, and human resources units.
- Act as an admin focal point for the Team.
- Organize and register all missing documents.
- Support German resettlement missions.
- Receive files and original documents from other offices and forward them to the Embassy.
- Provide training, introduction, and assistance to newly joined staff members.
- Undertake duty travel when needed.
- Perform other duties as may be assigned.
Required Experience
- High school diploma with five years of relevant experience.
- University degree in Business Management, Social Science, Engineering Science or related field with three years of relevant experience.
- Minimum three years of relevant professional experience in a similar setting and capacity preferred.
- Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities.
- Previous work experience in international organizations and service industry companies and in non-government or government institutions/organization in a multi-cultural would be an advantage.
Qualifications
- High school diploma
- University degree in Business Management, Social Science, Engineering Science or related field
