Senior Operations Assistant (Field Support)

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. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion at IOM’s Geneva Headquarters, 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 programmes.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy.

Background

Under the general supervision of the Senior Movement Operation Manager, and the direct supervision of Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa, the Senior Operations Assistant (Field Support) is responsible for supervising movement operations activities in the field, with the following duties and responsibilities:

Core Functions / Responsibilities:                 

1.      Coordinate a team or teams of up to a total of eight staff members undertaking 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, including supporting staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of field support activities.

2.      Coordinate the efficient and effective management of airport services, including care and verification of travel documentation; assistance with airport formalities; escorts for arriving and departing individuals; ensuring individuals with special needs or equipment receive appropriate support; and sending notifications using relevant systems. Schedule daily work for Field Support staff, ensuring adequate coverage for all flight arrivals and departures based on advanced booking notifications (ABNs) and onward movements, and ensure staff have adequate power and IT availability to complete their work. Handle all urgent issues as they occur and process relevant financial paperwork in coordination with IOM management.

3.      Coordinate staff as they assist individuals at transit centers or third-party facilities throughout their stay. Coordinate with Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa Click or tap here to enter text. to maintain an organized flow of individuals and their luggage through arrival and departure procedures at the facility; track relevant information regarding flight data and ensure team members are updated on departure times, delays and cancellations; work with staff to ensure luggage and medical checks are organized in an efficient manner; under the supervision of Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa create the weekly shift schedule and assign tasks, ensuring coverage is adequate to maintain a safe, secure and clean environment; report regularly to management on long-stayers and other relevant issues, employing creative problem solving as needed to handle problems. In coordination with Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa handle financial paperwork.

4.      Coordinate 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, ensuring staff members 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.      Coordinate pre-departure formalities including but not limited to counselling, travel loans, luggage, prohibited items, bag tags and clothing/shoes. Schedule and supervise daily discussions with individuals staying in facilities on cleanliness, litter and hygiene.  Ensure all posters and informational messages are up-to-date and placed in visible locations. 

6.      Provide oversight 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 management if issues arise.

7.      Supervise the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, supervising staff as they ensure the identity verification, readiness and organization of individuals being transported, and preparing and supervising relevant briefings. Ensure baggage sorting, tagging and handling is done appropriately and that staff members 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.      Coordinate and/or provide pre-screening, pre-departure orientation and selection mission support, medical processing support, exit permit support and/or interpretation services for individuals at the airport, in transit centers, camps, consolidation points, IOM facilities and third-party facilities or during transport by air, ground or water.

9.      Under the close supervision of Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa, liaise as needed with other Teams and Units in IOM COUNTRY and with external partners such as airport and government authorities, relevant embassies, and the United Nations High Commissioner for Refugees (UNHCR). Provide regular feedback on work being accomplished to the Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa and keep supervisors immediately informed of any issues that arise.

10.   As needed, and under the close supervision of Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa, assist with financial activities related to movement operations, such as petty cash payments and reports.

11.   Train Field Support Team members as needed to efficiently and effectively manage their work, conduct quality assurance, and to monitor and guide other Field Support staff members and activities.

12.   Alert Head of Sub-Office – Melkadida and Operation Officer in Addis Ababa Click or tap here to enter text. or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

13.   Perform such other duties as may be assigned.

Educational Qualification

Bachelor’s degree in social sciences, or logistics or related fields from an accredited academic institution with four years of relevant professional experience. 

Experience

Prior Movement Operations, transportation-related and/or management experience a strong advantage.

Skills

·        Strong computer skills - Word, Excel and Internet;

·        Past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a distinct advantage.

Languages

·        Fluency in English (oral and written) and Somali is required.

·        Working knowledge of refugees’ local languages including, Arabic and other local languages is desirable

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.

·        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 2

·        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 2

·        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.

·        Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Other

Any offer made to the candidate about 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 neighbouring country located within commuting distance, and a work permit, as applicable.

To be considered, external applicants must apply via internal applicants must apply via [email protected], indicating the vacancy number and position title in the email subject line as specified in the vacancy announcement they applied for.

Applications lacking this required information in the subject line and failing to attach the following documents will not be considered:

·        Motivation/Application letter

·        CV (in English) with three professional referees and their contact information (both email and telephone)

·        Copies of Academic Certificates from Accredited Universities

Only shortlisted candidates will be contacted.

The appointment is subject to funding confirmation.

We strongly encourage qualified female applicants to apply!