VACANCY NOTICE

Open to Internal and External Candidates

Position Title : Senior Operations Assistant, Field Support

• VN No : VN_ 2022_BI10_15
• Duty Station : Muyinga, Burundi
• Classification : General Service Category, G6
• Type of Appointment: Fixed term, one year with possibility of extension
• Estimated Start Date : As soon as possible
• Closing Date: 2 December, 2022

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.

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.

Context:

Under the general supervision of the Chief of Mission and the direct supervision of the Movement Operations Manager, 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 Movement Operations Manager 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 Movement Operations Manager, 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 In coordination with the Movement Operations Manager, 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 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 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 Movement Operations Manager, liaise as needed with other Teams and Units in IOM Burundi 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 Movement Operations Manager and keep supervisors immediately informed of any issues that arise.
10. Train Field Support Team members as needed to manage their work, conduct quality assurance, and to monitor and guide other Field Support staff members and activities efficiently and effectively.
11. Alert the Movement Operations Manager 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

• Six years of working experience with secondary [high school] education; or
• Four years of working experience with bachelor’s degree.

Experience

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

Languages

• Thorough knowledge of English
• Working knowledge of French an advantage.

REQUIRED VALUES AND COMPETENCIES

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion & respect for diversity: Respects and promotes individual and cultural 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
• Professionalism: Demonstrates ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day

Core Competencies:

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize
• Delivering results: Produces and delivers quality results in a service oriented and timely 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 Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies

• 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 & vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Notes

Internals of the Organization and NMS candidates will be considered as first-tier candidates. This vacancy is also open to second-tier candidates. The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, background check and security clearances.

How to apply:

Interested candidates are invited to submit their applications to jobsburundi@iom.int latest 2 December 2022.

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 “VN_ 2022_BI10_15 Senior Operations Assistant”

All applications should include a functional e-mail address, mobile numbers, copy of national ID card and detailed Curriculum Vitae (CV).

Only shortlisted applicants will be contacted.

NOTE 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 November 2022 to 2 December 2022