Special Vacancy Notice
Open to National Internal and External Candidates
Position Title : Operations Assistant (Data Processing)
Duty Station : Bujumbura, Burundi
Classification : General Service- G5
Vacancy number : SVN_ 2024_BI10_14 Operations Assistant (Data Processing)
Type of Appointment : SST Special Short-Term contract – 9 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 01 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. 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 programs.
IOM is committed to a diverse and inclusive environment. Only internal candidates are eligible to apply to this vacancy. Female candidates are strongly encouraged to apply.
United Nations, International Organization for Migration has a zero-tolerance against Sexual exploitation and Abuse (SEA) and sexual harassment (SH). Everyone is responsible for preventing sexual exploitation and abuse (PSEA), and all UN personnel must adhere to the standards of conduct that preserve PSEA principles (both during work hours and outside work hours). All
selected candidates will, therefore, go through a safe hiring process.
Organizational Context and Scope:
Under the overall supervision of the Chief of Mission, the direct supervision of Operations Associate Movements, the Operations Assistant (Data Processing), is responsible for the following duties and responsibilities.
FUNCTIONS/RESPONSIBILITIES:
1. Record demographic and biographic information in MiMOSA upon receipt of the request for travel while confirming receipt to third parties, such as an embassy or Resettlement Support Center (RSC). Notify the Operations Associate Movements of the receipt of new requests for travel assistance.
2. Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
3. Process exit permits in close coordination with supervisors and other IOM colleagues and relevant authorities.
4. Ensure the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance with exit processes closely coordinated.
5. Prepare all travel-ready documentation for transfer to Field Support colleagues in collaboration and coordination with supervisors while ensuring the travel bag has all necessary documentation to depart the country.
6. Prepare reports as requested on the receipt of documentation to time of service delivery; inform supervisors on possible issues which need attention and suggest corrective actions. Report any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
7. Assist in preparing regular data mining reports in order to ensure that MiMOSA is up-todate, accurate and maintains the integrity of relevant Movement Operations projects.
8. Provide regular feedback on work being accomplished to the Operations Associate Movements and keep supervisors immediately informed of any issues that arise.
9. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases, as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA).
10. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Operations Associate Movements or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
11. Perform such other duties as may be assigned.
Education
• Completed secondary high school education required and five years of relevant working experience.
• Three years of working experience with a Bachelor’s degree.
Experience
• Five years of relevant working experience.
• Three years of working experience with a Bachelor’s degree
• Prior Movement Operations or transportation experience is a strong advantage
Skills
• Strong computer skills – Word, Excel and Internet.
• Past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a strong advantage.
Languages
Required
• Fluency in both written and spoken French and Kirundi
Desirable
• Proficiency in English and Kiswahili language is advantageous.
Required competencies.
Competencies1
The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences.
Encourages diversity and inclusion.
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.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Notes
IOM is committed to creating a diverse and inclusive environment. Both internal and external candidates can apply for this position. For the purposes of the vacant post, internal applicants are considered first-rank applicants.
Appointment will be subject to certification that the candidate is medically fit for appointment.
How to apply:
Interested candidates are invited to submit their applications to
jobsburundi@iom.int latest
01 April 2024.In order for the applications to be considered valid, IOM only accepts applications with a cover letter not more than one page specifying the motivation for application, addressed to the Chief of Mission, International Organization for Migration (IOM) and with a subject line “SVN_ 2024_BI10_14 Operations Assistant Data Processing.”
All applications should include a functional e-mail address, mobile numbers, copies of diploma and any other certificate, copy of national ID card and detailed Curriculum Vitae (CV).
Only shortlisted candidates will be contacted.
NO FEE: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.
Posting period: From 18.03.2024 to 01.04.2024
