SPECIAL VACANCY ANNOUNCEMENT

Open to Internal & External Candidates

Vacancy No. IOM-SVN/0077/2021

Position Title Operations Assistant (Field Support)

Duty Station Shire Ethiopia

Classification G4

Type of Appointment SVN, Six months with possibility of extension

Estimated Start Date As soon as possible

Posting Period 18.06.2021-06.07.2021

About IOM

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations Units in various IOM Country Offices, coordinated under the Division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters (HQ), are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programs.

Background

Under the overall supervision of the Chief of Mission and direct supervision of the National Associate Operations Officer – Field support, the incumbent will be responsible for executing and coordinating the resettlement operations and work plans for Operations Assistants in the field in compliance with the required procedures.

In particular, he/she will undertake the following responsibilities and accountabilities

 Core Functions / Responsibilities:

1. Undertake field support activities in an assigned area or areas, such as at an airport, transit center, third-party facility, camp-based operation or sub-office, or in relation to transportation.
2. Perform airport services, such as providing custodial care of travel documentation; verifying identities and documentation, including exit permissions, visas, tickets and other items in the travel bag; assisting with airport formalities, including flight arrivals, curb-side assistance, check-in, luggage formalities, immigration procedures, security screening systems and customs clearance; escorting arriving individuals to ground transportation and departing individuals to their gates; visually confirming flights have departed; ensuring individuals with special needs or equipment receive appropriate support; and, as needed, sending notifications using relevant systems.
3. Assist individuals at transit centers or third-party facilities, including upon arrival with sign-in, verification of identity, orientation, food and non-food items and room assignments; during their stay with food and non-food items, instructions, briefings, activities and resolution of issues; and upon departure for medical appointments, return travel or onward travel with briefings, luggage support and transition to transportation. Enter and update relevant data in the appropriate systems and ensure vulnerable individuals are assisted in a manner that ensures their safety, security and comfort; report all issues immediately to the appropriate supervisor(s). 
4. Provide assistance at transit centers and third-party facilities for extended periods of up to 12 hours and during overnight periods and weekends, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise.
5. Assist in the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Assist with baggage sorting, tagging and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.
6. Undertake and handle emergency movement of refugees from boarder to consolidation points, transit center, camps, provide assistance of transportation, meal and accommodation while they are under IOM auspices. Work closely with UNHCR, ARRA and other government partner as per IOM regulation.
7. Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, in transit centers, camps, consolidation points and third-party facilities or during transport by air, ground or water.
8. Provide regular feedback on work being accomplished to the Operations Assistant (Team Leader) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.
9. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations Assistant (Team Leader) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
10. Perform such other duties as may be assigned.

Job Requirements

Required Qualifications and Experience

Education

• Five years experiences with university Degree in Business Management, Business administration, Social Sciences or related field of study.

Experience

• Five years of work experience at the Airline or travel agency in the area of operations.
• Knowledge of US, Australian, Canadian and European IOM resettlement procedures is an advantage
• Prior Movement Operations or transportation experience a strong advantage
• Strong computer skills - Word, Excel and Internet; past experience with Movement Operations-related databases and systems is a strong advantage
• Accuracy in handling and reporting data, with attention to processes and detail
• Mature individual and able to work on overtime, when requested and independently
• Previous working experience with NGOs or international organizations, is an added advantage

Languages

• Fluency in English and Amharic (oral and written).
• Tigrigna, Kunama and other language of beneficiaries is desirable.

Values and Competencies

The incumbent is expected to demonstrate the following values and competencies

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 wherever possible.

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.

Core Competencies – behavioral indicators level 3

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 action and delegated work.

Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to Apply

Interested candidates are invited to use the Application Link to apply until July 07, 2021 at the latest.

No photocopies of educational/training certificates are required at this stage; applicants who do not follow the required application procedure will automatically be disqualified from the competition.

We strongly encourage qualified women to apply!