Vacancy No.: IOM-VN/0044/24

Position Title: Operations Assistant (Field Support) (2 positions)

Position Grade: G4

Duty Station: Assosa, Ethiopia

Type of Appointment: One Year Fixed Term, 12 months with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date:  09 April 2024

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.

Under the general supervision of the Senior Movement Operation Manager,  the direct supervision of Operation Assistant Field support (Team leader) in Assosa, the Operations Assistant (Field Support), is responsible for the following duties and responsibilities.

Core Functions / Responsibilities:

1.                Undertake field support 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.

2.                Perform airport services, 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.                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.                Provide assistance 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 supervisors if issues arise.

5.                Assist in 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. Assist with baggage sorting, tagging and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.

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

7.                Provide regular feedback on work being accomplished to the Operations Assistant (Team Leader) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.

8.                Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations Assistant (Team Leader) in Assosa,   or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

9. Perform such other duties as may be assigned.

Job Requirements

Required Qualifications and Experience

Educational Qualification

·        High school diploma with four years of relevant work experience, or;

·        Bachelor’s degree with two years of relevant work experience.  

Experience Required

·        Prior Movement Operations or transportation experience is a strong advantage.

Skill

·        Strong interpersonal and communication skills.

·        Good knowledge of Word, Excel and the internet is a strong advantage.

Languages
IOM’s official languages are English, French, and Spanish.

REQUIRED

For all applicants, fluency in Amharic and English is required (oral and written).

DESIRABLE

Working knowledge of refugees’ language including Nuer, Arabic and other local languages.

Values and 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 – 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 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.

·        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

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

o   Motivation/Application letter

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

o   Copies of Academic Certificates from Accredited Universities

Only shortlisted candidates will be contacted.

We strongly encourage qualified female applicants.

Posting Period:

From 26 March 2024 – 09 April 2024