Vacancy No. IOM-SVN/0018/22

Position Title: Operations Assistant- Data Processing (2 positions)

Duty Station: Addis Ababa, Ethiopia

Classification: G5

Type of Appointment: SST, Six months with possibility of extension

Estimated Start Date: As soon as possible

Posting Period: 18.02.2022 to 04.03.2022

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. 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.

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

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 departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) 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.

Under the overall supervision of the Chief of Mission (CoM) in Addis Ababa Ethiopia and direct supervision of the Senior Operation Assistant – Data processing; and, in collaboration with relevant Operation officers and manager in Addis Ababa, the successful candidate will be responsible and accountable for the following functions in Addis Ababa.

Responsibilities and Accountabilities:

1. Record demographic and biographic beneficiary information in MiMOSA upon receipt of the request for travel for approved refugees; confirm receipt to embassies and/or Resettlement Support Center (RSC) and notify Sr. Operations Assistant of receipt of new requests for travel assistance. Liaise and follow-up with relevant counterparts to receive confirmation of receipt, outside and inside of IOM.
2. Manage, secure, and account for travel documents, in accordance with standard operating procedures (SOPs) of Ethiopia. Ensure secure storage of documentation and data in accordance with IOM principles and guidelines. Guarantee the limited access to physical files in accordance with established standard operating procedures.
3. Process exit permits in close coordination with Operations Assistants and field offices as needed, which may include direct communication with beneficiaries to submit required documentation in accordance with standard operating procedures. Prepare all travel documentation required for the exit process and submit to relevant authorities for approval. Responsible for timely submission and follow up on exit permit requests and clearances in accordance with SOPS.
4. Collaborate with and advise camp-based operations on the exit process for camp-based beneficiaries. Ensure that the departure of beneficiaries occurs in a timely fashion, with follow up and regular liaison with relevant counterparts. 
5. Coordinate the issuance and timely dispatch of travel documents with the Operations colleagues from booking notifications to logistical assistance, with exit processes as needed and directed within sub-unit SOPs.
6.  Prepare all travel ready documentation for transfer to airport operations in collaboration and coordination with Operations, Transit Center, and Airport Operations Assistants. Ensure travel bag has all necessary documentation to depart the country.  
7. Suggest and improve the SOPs in coordination with the supervisor and colleagues. Innovate and create solutions to common problems for date entry, follow up, streamlining processes. 
8. Prepare reports as requested on receipt of documentation, to time of service delivery and advise supervisors on possible issues which need attention and suggest corrective actions. Report specifically on any problems encountered like denials of exit permits, reasons and solutions.
9. Assistant in regular data mining reports in order to ensure that Mimosa is up-to-date, accurate and maintains the integrity of the resettlement program.
10. Observe and report on fraudulent activities with particular attention to the segregation of duties.
11. Provide guidance and on the job training to new/junior staff
12. Perform such other duties as may be assigned.

Job Requirements

Education:

• First degree in statistics or related field of studies.  

 Experience:

• A minimum of Five year’s professional experience
• Highly detail-oriented thinking and proven accuracy when handling and reporting data
• Self-reliant individual with strong commitment to operational objectives. Expected to work overtime upon request and independently to achieve operational goals.
• Previous working experience with NGOs or international organizations, is an added advantage
• Strong practical computer skills, including MS Word and Excel.
• Proficiency in IOM MiMOSA is an advantage.
• Excellent communications and interpersonal skills
• Strong analytical and planning skills.
• Proposal and report writing skills
• Proven supervisory/managerial skills
• Basic project management experience
• Very good representational skills

Languages

• Thorough knowledge of Amharic and English languages
• Working knowledge of Somalia, Tigrigna, Arabic and other languages of refugees in Ethiopia is an advantage.

VALUES AND COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioral competencies:

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 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 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.

An 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 submit their application/ motivation letter enclosed with only detail CV written in English through CLICK HERE on or before March 4, 2022. Please indicate the position title, vacancy number and the duty station in the subject line of your application letter. (Application for Operations Assistant- Data Processing, IOM-SVN/0018/22, Addis Ababa). No photocopies of educational/training certificates are required at this stage; applicant who doesn`t follow the required application procedure will automatically be disqualified from the competition. Only shortlisted candidates will be contacted. We strongly encourage qualified women to apply!

Qualified women to apply