Vacancy No. IOM- VN/0056/23

Position Title Operations Assistant_ Team Leader (Field Support)

Duty Station Addis Ababa, Ethiopia

Classification G5

Type of Appointment One Year Fixed Term with possibility of extension

Estimated Start Date As soon as possible

Posting Period 19.05.2023 – 02.06.2023

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 the principles of Accountability to Affected Populations (AAP), an active commitment by organizations engaging in direct assistance to populations in need of aid, to use power responsibly by taking account of, giving account to and being held to account by the people they seek to assist. IOM Ethiopia is committed to involve people affected by crisis and other destabilizing factors in key decisions and processes that impact them and have effective communication and feedback channels that engage diverse members in a community, especially those most vulnerable and marginalized. AAP promotes people-centred approach that reinforces the broader accountability of the organization to all stakeholders including donors, governments and Member States.

Under the general supervision of the Senior Operations Officer and the direct supervision of National Field Operations Officer, the Operations Assistant - Team Leader (Field Support) is responsible for undertaking movement operations activities in the field, with the following duties and responsibilities:

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

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 the 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 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. 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 centers 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 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. 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 support to selection interview, medical and cultural orientation missions, exit permit support and/or interpretation services for individuals at the airport, in hotel, 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 Senior Operation Assistant – Field support or National Operation Officer and keep supervisors immediately informed of any issues requiring their attention.

10. Alert 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 by supervisor/s.

Job Requirements

Education

• University degree in Business Management, Business Administration, Social Sciences or related field of study is required.

Experience

• Desirable of five years of working experience or a minimum of three years of professional experience

• Movement Operations or transportation experience is a strong advantage.

• NGO/INGO experience is a plus.

Languages

• Thorough knowledge of spoken and written Amharic and English is required.

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

Skills

• 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

• Computer literate

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.

How to Apply

For external applicants to be considered, applicants are required to apply via THIS LINK Indicating the vacancy number and position title as mentioned in the vacancy announcement he/she applied for in the email Subject line. Any application without this information in the subject line will be excluded from the applications and attach the following:

• Motivation/Application letter

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

• Copies of Academic Certificates from Accredited Universities

Only shortlisted candidates will be contacted.

We strongly encourage qualified female applicants to apply!