Frequently Asked Questions

Creating an account is easy:

1. Click on the "Register" button in the top navigation bar.
2. Fill out the registration form with your personal information.
3. Check your email for a verification link.
4. Click the verification link to activate your account.
5. Once verified, you can log in and complete your profile with additional information, work experience, and qualifications.

Having a complete profile increases your chances of being noticed by our recruitment team.

You can upload the following documents to enhance your profile:

• Resume/CV: PDF, DOC, DOCX formats (maximum 5MB)
• Cover Letter: PDF, DOC, DOCX formats (maximum 2MB)
• Certificates: PDF, JPG, JPEG, PNG formats (maximum 3MB per file)
• Portfolio: PDF or ZIP formats for creative positions (maximum 15MB)
• Profile Picture: JPG, JPEG, PNG formats (maximum 1MB)

All files are scanned for viruses and malicious content before being stored on our servers. For security reasons, we do not accept executable files or scripts.

To apply for a job:

1. Log in to your account.
2. Browse available jobs using the "Browse Jobs" link in the navigation bar.
3. Use the search function or filters to find suitable positions.
4. Click on a job title to view the detailed description and requirements.
5. Click the "Apply Now" button on the job details page.
6. Complete the application form, attach any requested documents, and answer any specific questions for the position.
7. Submit your application.

You will receive a confirmation email once your application has been successfully submitted. You can track the status of your applications in the "My Applications" section of your dashboard.

You can track the status of your applications by:

1. Logging into your account.
2. Navigating to the "My Dashboard" section.
3. Clicking on "My Applications" to see a list of all your applications.

Each application will have one of the following statuses:

• Submitted: Your application has been successfully received.
• Under Review: Our HR team is currently reviewing your application.
• Shortlisted: You have been shortlisted for the next stage of the process.
• Interview Scheduled: You have been selected for an interview.
• Offer Extended: A job offer has been made to you.
• Hired: You have accepted the offer and completed the hiring process.
• Rejected: Your application was not selected for this position.

You will also receive email notifications when there are updates to your application status.

If you forget your password, you can reset it by following these steps:

1. Click on the "Login" button in the top navigation bar.
2. Click on the "Forgot Password?" link on the login page.
3. Enter the email address associated with your account.
4. Check your email for a password reset link.
5. Click the link and follow the instructions to create a new password.

Please note that password reset links expire after 24 hours for security reasons. If your link has expired, you can request a new one by repeating the process.

For security reasons, if you have multiple failed login attempts (4 consecutive failures), your account will be temporarily locked. In this case, please contact our support team or wait for an administrator to unlock your account.

Yes, you can apply for multiple positions simultaneously. There is no limit to the number of jobs you can apply for, but we recommend focusing on positions that match your skills, experience, and career goals.

When applying for multiple positions:

• Customize your application for each position to highlight relevant skills and experience.
• Tailor your cover letter to address the specific requirements of each role.
• Keep track of all your applications in the "My Applications" section of your dashboard.
• Be prepared for potentially overlapping interview schedules if you are shortlisted for multiple positions.

Please note that applying for too many unrelated positions might give the impression that you lack focus or are unsure about your career path. Quality applications are generally more effective than quantity.

Our interview process typically consists of several stages:

1. Application Screening: Our HR team reviews all applications to identify candidates who meet the basic requirements for the position.
2. Phone/Virtual Screening: Selected candidates participate in a brief phone or virtual interview to assess their interest and basic qualifications.
3. Technical/Skills Assessment: Depending on the role, candidates may be asked to complete a practical assessment, skills test, or case study.
4. Panel Interview: Candidates meet with a panel of team members and potential colleagues to discuss their experience, skills, and fit for the role and organization.
5. Final Interview: Top candidates may have a final interview with senior leadership or the hiring manager.
6. Reference Checks: Before making an offer, we contact professional references provided by the candidate.

All interview invitations will be sent through the portal and via email. You can manage your interview schedule through your dashboard. If you need to reschedule, please provide at least 24 hours' notice.

To update your profile information:

1. Log in to your account.
2. Click on your name or profile picture in the top-right corner of the page.
3. Select "My Profile" from the dropdown menu.
4. On your profile page, click the "Edit" button in each section you wish to update.
5. Make your changes and click "Save" to update that section.

You can update the following sections of your profile:

• Personal Information (name, contact details, etc.)
• Education History
• Work Experience
• Skills and Expertise
• Uploaded Documents (resume, certificates, etc.)
• Profile Picture

We recommend keeping your profile updated regularly, as this information is used when you apply for positions.

CIYOTA takes data privacy and security seriously. Here's how we protect your information:

• Secure Encryption: All data transferred between your browser and our servers is encrypted using SSL/TLS protocols.
• Password Protection: User accounts are protected by passwords that are securely hashed and never stored in plain text.
• Session Security: User sessions expire after 20 minutes of inactivity and are protected against hijacking attempts.
• Data Access Controls: Only authorized personnel have access to applicant data, and access is strictly on a need-to-know basis.
• File Security: All uploaded files are scanned for viruses and malicious content before storage.
• Regular Security Audits: We conduct regular security assessments and updates to ensure the platform remains secure.

You can review our complete Privacy Policy for more details about how we collect, use, and protect your personal information. If you have specific concerns about data privacy, please contact our support team.

To receive notifications about new job openings:

1. Log in to your account.
2. Go to your profile settings by clicking on your name in the top-right corner.
3. Select "Notification Preferences" from the dropdown menu.
4. Enable job alerts for the categories, locations, or job types you're interested in.

Once enabled, you'll receive notifications in the following ways:

• Email Alerts: Get emails when new positions matching your preferences are posted.
• In-App Notifications: Receive notifications within the portal when you log in.
• Push Notifications: If you use our mobile app, you can receive push notifications on your device.

You can customize the frequency of these notifications (immediate, daily digest, or weekly summary) to suit your preferences.

If you encounter technical issues while using the CIYOTA Careers Portal:

1. Check Your Browser: Ensure you're using a current version of Chrome, Firefox, Safari, or Edge. Clear your browser cache and cookies, then try again.
2. Try Another Device: If possible, attempt to access the portal from a different device to determine if the issue is device-specific.
3. Contact Support: Click on the "Contact" link in the navigation bar or footer and fill out the support form with specific details about the issue you're experiencing. Include:
   • The page/feature where you encountered the problem
   • Steps to reproduce the issue
   • Any error messages you received
   • Screenshots if available
   • Your browser and device information

Our technical support team typically responds within 24-48 business hours. For urgent issues related to scheduled interviews or application deadlines, please mention the urgency in your message.

If you're experiencing issues with account access specifically, you can also email us directly at careers-support@ciyota.org.

CIYOTA offers diverse opportunities across various fields, including:

• Education & Training: Teachers, curriculum developers, education coordinators, vocational training instructors
• Program Management: Project managers, program officers, monitoring and evaluation specialists
• Community Development: Community outreach coordinators, social workers, youth mentors
• Administration & Operations: HR specialists, finance officers, logistics coordinators
• Communications & Advocacy: Communications officers, content creators, advocacy specialists
• Technology & Innovation: IT specialists, digital solutions developers, innovation officers

We often have positions available in both Uganda and the Democratic Republic of Congo. Many roles at CIYOTA are field-based and involve direct work with communities. Additionally, we frequently hire for both entry-level positions and roles requiring specialized experience.

We particularly value candidates who have lived experience in refugee or IDP situations, and we actively seek to employ members of the communities we serve. Visit our "Browse Jobs" page regularly to see current openings.

No, you do not need to be from a refugee background to work with CIYOTA. We value diversity in our team and hire candidates from all backgrounds who share our commitment to empowering refugees, IDPs, and marginalized youth.

While having lived experience as a refugee or IDP can bring valuable perspective to our work, we consider candidates based on their:

• Alignment with our mission, vision, and values
• Qualifications, skills, and relevant experience
• Understanding of and sensitivity to the challenges faced by displaced communities
• Ability to work effectively in cross-cultural environments
• Commitment to community-driven development approaches

That said, we do prioritize hiring from within the communities we serve whenever possible, as part of our commitment to building local capacity and providing economic opportunities. Many of our staff members have refugee backgrounds, and this diversity of experience strengthens our organization.

Each job posting will clearly outline the specific qualifications and requirements for the position. We encourage all interested candidates who meet the criteria to apply.

Language requirements at CIYOTA vary depending on the position and location:

• English: Proficiency in English is generally required for most positions, especially for roles involving documentation, reporting, and coordination with partners.
• French: For positions based in the Democratic Republic of Congo or involving work with Francophone communities, French proficiency is often required or highly preferred.
• Swahili: Knowledge of Swahili is valuable for many field-based positions in both Uganda and DRC, particularly those involving direct community engagement.
• Local Languages: Depending on the specific communities you'll be working with, proficiency in languages such as Lingala, Kinyarwanda, Luganda, or other local languages may be beneficial or required for certain roles.

Each job posting will specify the required and preferred language skills for that particular position. While we value multilingual candidates, we understand that language skills can be developed over time. For some positions, we may consider candidates who demonstrate a willingness and ability to learn relevant languages.

CIYOTA is a multilingual environment, and we appreciate the diversity of languages represented among our staff, which helps us better serve our diverse communities.

Yes, CIYOTA offers various volunteer and internship opportunities for individuals who want to contribute to our mission without committing to a full-time position. These opportunities provide valuable experience while supporting our work with refugee and marginalized communities.

Internship Program:

• Internships typically last 3-6 months
• Available in various departments including education, program management, communications, and administration
• May be paid or unpaid, depending on funding availability and intern qualifications
• Interns receive mentorship, training, and practical experience
• Academic credit can often be arranged for students

Volunteer Opportunities:

• Flexible time commitments ranging from short-term to ongoing roles
• Remote and in-person options available
• Skills-based volunteering matched to organizational needs
• Group volunteering opportunities for teams and organizations

To apply for volunteer or internship positions, visit the "Volunteer/Intern" section on our careers portal. You can submit your application through the same system used for job applications. We review volunteer and internship applications on a rolling basis.

Please note that even for volunteer and internship roles, we require a formal application and selection process to ensure a good match between your skills and our organizational needs.