Senior Operations Assistant (Field Support)

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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.

With 165 member states, a further 8 states holding observer status and offices in over 100 countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

   VACANCY NOTICE

Open to Internal and External Candidates

Position Title

:

Senior Operations Assistant (Field Support)

 

Duty Station

:

IOM Kigali, Rwanda

 

 

 

Classification

:

General Service Staff, Grade G6 (UN salary Scale for GS staff)

 

Type of Appointment

:

Special fixed term, nine (9) months with possibility of extension

 

Estimated Start Date

:

As soon as possible

         

 Closing Date 

:

February 21, 2019

 

 Reference Code 

:

 VN2019/02 - RW

 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. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

 Under the general supervision of the Chief of mission and the direct supervision of Operations Officer, 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 of 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 the Operations Officer 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 the Operations Officer 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 the Operations Officer 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 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, 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 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.
  9. Under the close supervision of the Operations Officer, liaise as needed with other Teams and Units in IOM Rwanda 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 Operations Officer and keep supervisors immediately informed of any issues that arise.
  10. 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.
  11. Alert the Operations officer or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
  12. Perform such other duties as may be assigned.

Required Qualifications and Experience

 Education

  • Bachelor’s degree in social sciences or in Business administration or any other related fields from a recognized institution with four years of relevant professional experience or,
  • High school diploma/certificate with six years of relevant professional experience;

Experience

  • Prior Movement Operations, transportation-related and/or management experience a strong advantage.
  • Strong computer skills - Word, Excel and Internet.

Languages

Fluency English and Kinyarwanda is required.

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

  • Accountability – Meets deadline, cost, and quality requirements for outputs criticisms;
  • Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
  • Continuous Learning – Keeps abreast of developments in own professional area
  • Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;
  • Creativity and Initiative – Proactively develops new ways to resolve problems
  • Leadership and Negotiation – Presents goals as shared interests;
  • Performance Management – Provides constructive feedback to colleagues;
  • Planning and Organizing - Sets clear and achievable goals consistent with agreed priorities for self and others;
  • Professionalism - Masters subject matter related to responsibilities;
  • Teamwork – Actively contributes to an effective, collegial, and agreeable team environment;
  • Technological Awareness - Understands applicability and limitation of technology and seeks to apply it to appropriate work;
  • Resource Mobilization - Establishes realistic resource requirements to meet IOM needs.

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 neighbouring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int by 21 February 2019 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page) 

Only shortlisted candidates will be contacted.

 Posting period:

 From 08.02.2019 to 21.02.2019