SPECIAL VACANCY ANNOUNCEMENT (SVN) 

Open to Internal & External CandidatesVacancy No.IOM-SVN/0038/23Position TitleOperations Assistant (Field support)- Maternity CoverDuty StationAddis Ababa, EthiopiaClassificationG5Type of AppointmentSpecial Short-Term, only for Six Months for Maternity Cover. Estimated Start DateAs soon as possiblePosting Period03.04.2023 – 10.04.2023

 The International Organization for Migration (IOM) is the UN Migration Agency with 174 Member States. IOM works closely with governmental, intergovernmental and non-governmental partners in the field of migration. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Under the general supervision of the Chief of mission and the direct supervision of Senior Operations Assistant/Transit Center Manager, the Operations Assistant-Field support is responsible for undertaking Field support activities, with the following duties and responsibilities.

Responsibilities and Accountabilities:

1. Undertake field 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. As required, monitor and guide teams of Operations Clerks and Operations Assistants in completing field support activities.

2. In coordination with Transit center manager or National Field Operations Officer, lead Field Support Teams as they perform airport services, as well as perform airport services when required, 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. Lead Field Support Teams as they assist individuals at transit center 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. Assist in the coordination of timely and adequate services for meals, snacks and water for individual staying at Transit Centers, third-party facilities or during transit in airports and other locations. Work closely with the service provider to ensure meals are culturally appropriate and to reduce the level of waste while keeping the quality of the food at the highest standard.

5. Work with units and departments and beneficiaries on pre-departure formalities including but not limited to travel loans, luggage, prohibited items, bag tags and clothing/shoes. Assist with daily discussions with beneficiaries on cleanliness, litter and hygiene.  Keep all posters and informational messages up-to-date and placed in visible locations.

6. Provide assistance at Transit Center and third-party facilities for extended periods of up to 12 hours and during overnight periods, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise.

7. Lead the coordination of transportation from consolidation points, transit center and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Ensure baggage sorting, tagging and handling is done appropriately and arrange for individuals to be escorted on transportation as needed. Ensure persons with special needs are provided with appropriate services and report any issues to supervisors immediately.

8. Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, in transit center, camps, consolidation points and third-party facilities or during transport by air, ground or water.

9. Provide regular feedback on work being accomplished to the Transit center manager and keep supervisors immediately informed of any issues requiring their attention.

10. Alert Transit center manager, National Field Operations Officer or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

11. Undertake in country and out of country TDY’s including operational escort.

12. Perform such other duties as may be assigned.

Job Requirements

Required Qualifications and Experience

Education

·        Five years experiences with diploma in Business Management, Business administration, Social Sciences or related field of study.

·        Three years experiences with University Degree in Business Management, Business administration, Social Sciences or related field of study.

Experience

Position specific experience, for example:

·        Experience on hospitality, hotel and transportation service is a strong advantage.

·        Refugee programs especially on IOM resettlement and movement management in Ethiopia.

·        Data recording, handling and reporting

·        Strong computer skills - Word, Excel and Internet.

·        Experience in using Microsoft Office packages - Outlook, Word, Access and Excel.

Languages

·        Fluency in English and Amharic (oral and written).

·        Working knowledge of Somalia, Tigrigna, Arabic and other languages of refugees’ in Ethiopia is an advantage.

SKILLS

·        In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,

·        Knowledge of UN and bilateral donor programming.

·        Knowledge of financial rules and regulations.

·        Knowledge of International Public Sector Accounting Standards (IPSAS).

Values and competencies

The incumbent is expected to demonstrate the following values and competencies:

Values:

·        Inclusion & respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.

·        Integrity & 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

·        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.

Managerial Competencies

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

How to Apply

For applicants to be considered, applicants are required to apply using this LINK indicating the vacancy number and position title as mentioned in the vacancy notice he/she applied for in the email subject line. Any application that does not have this information in the subject line will not be considered and attach the following; 

·     Motivation/Application letter

·     CV (written in English) with three professional referees and their contacts (both email and telephone)

·     Copies of all Academic Certificates from an Accredited University

·     Only shortlisted candidates will be contacted.

Posting period: From 03-10-April-2023

We strongly encourage qualified female applicants to apply!