Project Assistant (Document Verification)

Location: Addis Ababa, Ethiopia

Deadline: January 28, 2026, 10:59 PM

Job Description

IOM Ethiopia’s Migration Management and Government Unit (MMGU) work closely with the Government of Ethiopia and various stakeholders to contribute to addressing the needs, as well as to promote and uphold the rights of individuals and their communities. The Unit has three main areas of intervention: Immigration and border governance (IBG), Labour Mobility and Social Inclusion (LMI), Coordination and Capacity Development support (CCD).

Among other capacity development initiatives within its IBG portfolio, IOM Ethiopia supports government stakeholders in fraud detection and document verification and provides document verification services to various embassies in Addis Ababa. IOM liaises with relevant authorities that issue documents such as academic transcripts, professional certifications, employment references, and vital events certificates to provide an opinion on the authenticity of these documents to support Embassies in their visa adjudication process.

Under the overall supervision of the IBG Programme Officer and the direct supervision of the IBG National Programme Officer, and coordination of the Document verification (Team Leader), the successful candidate will be responsible for undertaking document verification services provided by IOM Ethiopia through its IBG programming.

Responsibilities

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 in and/or out of Addis Ababa 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 in relation to document verification or other assigned duties.
Compile and disseminate weekly, monthly, quarterly, and annual document verification reports to the supervisor or the IBG team, as appropriate.
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.

Qualifications

Education

University degree in Law or Social Science with plus two years of relevant experience in ImmigrationandVisaprocessing,vitaleventregistrationandprocessing,andfraud detection or
College diploma in social science and four years of relevant experience in ImmigrationandVisaprocessing,vitaleventregistrationandprocessing,andfraud detection or having a third-grade driving license and excellent driving skills is an advantage

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

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 (such as the Ministry of Foreign Affairs, Immigration, and Civil Registration and Administration), UN agencies, embassies, and international organizations.
Deep appreciation for diverse cultures, languages, beliefs, and gender diversity.
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.

Skills

Excellent verbal and written communication skills.
Strong organizational and time management skills.
Familiarity with financial and business administration.
Strong teamwork skills with a capacity to work independently.
Knowledge of migration trends within Ethiopia and the region.
Knowledge of IBG concepts and related governance frameworks in Ethiopia.
Computer literacy.
Driving License.

Languages

IOM’s official languages are English, French, and Spanish.

REQUIRED
English is required (oral and written).
Amharic is required (oral and written)

DESIRABLE
Working knowledge of two Ethiopian national languages.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators (Level 1)

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.