Vacancy No.:IOM-VN/0041/2023

Position Title:Operations Assistant (Field Support)

Duty Station:Addis Ababa (TC 1), Ethiopia

Classification:General Service, Grade G4

Type of Appointment:Fixed term, One Year with possibility of extension

Estimated Start Date:As soon as possible

Closing Date:18 May 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates: 

Context:

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.

Core Functions / Responsibilities:

Under the overall supervision of the Chief of Mission and direct supervision of the Senior Operation Assistant – Field support (TC 1), the incumbent will be responsible for executing and coordinating the resettlement operations and work plans for Operations Assistants in the Transit center (TC 1) in compliance with the required procedures.

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

• 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.

• In coordination with Senior Operation Assistant – Field support (TC 1), and National Field Operations Officer, 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.

• 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).

• 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, camp 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.

• 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.

• Provide assistance at camp, 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.

• Perform the coordination of transportation from consolidation points, camp, 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.

• 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.

• Provide regular feedback on work being accomplished to the HoSO and/or Operation Officer and keep supervisors immediately informed of any issues requiring their attention.

• Alert HoSO and Operation Officer or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

• Maintain and ensure the confidentiality and integrity of all relevant paperwork and periodic reports in line with standards of conduct and data protection rules.

• Undertake operational escort to refugees and migrants from point of departure till point of arrival

• Undertake in country and out of country TDY’s.

• Perform such other duties as may be assigned by supervisor/s.

Job Requirements

Education

• University Degree in Business Management, Business administration, Social Sciences or related field of study with 3 years of relevant work experience or,

• Diploma in Business Management, Business administration, Social Sciences or related field of study with 5 years of relevant work experience

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; and,

• Strong computer skills - Word, Excel and Outlook; 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.

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)

Languages

• Fluency in English and Amharic is required.

• Somalia, Tigrigna, Arabic and other languages of refugees’ in Ethiopia is an advantage

Required Competencies

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 – behavioural 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.

Managerial Competencies – behavioural indicators level 3

• 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.

Other

Internationally recruited professional staff are required to be mobile.

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, accreditation, any residency or visa requirements, and security clearances.

How to Apply

For applicants to be considered, applicants are required to apply through THIS LINK indicating the short vacancy number and position title as mentioned in the short 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.

We strongly encourage qualified female applicants to apply!

Posting period:

From 04.05.2023 to 18.05.2023