Senior Operations Assistant (Movements) at International Organization for Migration
POST DESCRIPTION
I. POSITION INFORMATION
Vacancy Notice IOM/DAR/005/2023
Position title Senior Operations Assistant (Movements)
Position grade G6
Duty station Dar es Salaam, United Republic of Tanzania
Position number To be created
Job family Operations
Organizational unit Movement Operations
Durations One Year with possibility of extension
Is this a Regional, HQ, MAC, PAC, Liaison Office, or Country Office based position? Country Office
Reports directly to Operations Associate (Movements & Data Processing)
Overall Supervised by Movement Operations Manager
II. ORGANIZATIONAL CONTEXT AND SCOPE
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 Units in various IOM Country Offices, coordinated
under the Division of Resettlement and Movement Management (RMM) in the
Department of Operations and Emergencies (DOE) at IOM’s Geneva
Headquarters (HQ), 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 overall supervision of the Movement Operations Manager and
the direct supervision of the Operations Associate (Movements & Data
Processing) is responsible for supervising movement activities, with
the following duties and responsibilities:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Oversee a team of staff members coordinating, scheduling and booking
travel upon receipt of a travel-ready status and/or request in
accordance with travel requirements, including but not limited to the
distribution of Advance Booking Notifications (ABNs), updates, domestic
flights, cancellations and departure notifications. Support 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
movements activities.
2. Oversee the organization and completion of all bookings in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and Standard Operating Procedures (SOPs) from the Division of Resettlement and Movement Management (RMM)
3. Ensure compliance with program-specific SOPs for different migrant
types and other modes of travel by air, land or sea. Supervise the
distribution of travel information to internal and external
stakeholders. contribute as needed to the development of new training
packages.
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4. Oversee Movements team members as they compile and analyze descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures. Ensure paperwork is accurate and timely.
5. Oversee Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.
6. In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, oversee Movements team members as they identify and assign escorts to accompany vulnerable individuals.
7. Oversee identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
8. Oversee pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed.
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9. Under the close supervision of Operations Associate’ liaise as needed with other teams and units in IOM Tanzania 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 Associate and keep supervisors immediately informed of any issues that arise.
10. Demonstrate a comprehensive understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), 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).
11. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Operations Associate 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.
IV. R EQUIRED QUALIFICATIONS AND EXPERIENCE
EDUCATION
• High School diploma with six years of relevant working experience.
or,
• Bachelor’s degree in Statistics, Business Administration/Management, Economics, or related field with four years of relevant professional experience.
EXPERIENCE
Prior Movement Operations, transportation-related and/or management experience a strong advantage; and,
• Strong computer skills – Word, Excel and Internet; past experience
with Movement Operations-related databases and systems (including
iGATOR, MiMOSA, SAR and Amadeus) is a distinct advantage.
V. LANGUAGES
Required Advantageous
Fluency in both written & spoken English and Kiswahili are required. Working knowledge of French is an advantage.
VI. COMPETENCIES
Behavioural:
Accountability
• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings
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Client Orientation
• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks
Continuous Learning
• Contributes to colleagues’ learning
• Demonstrates interest in improving relevant skills
• Demonstrates interest in acquiring skills relevant to other functional areas
• Keeps abreast of developments in own professional area
Communication
• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems
OTHER:
The UN system in Tanzania provides a work environment that reflects the
values of gender equality, teamwork, diversity, integrity, a healthy
balance of work and life and equal opportunities for all, including
persons with disability.
Female candidates and qualified persons with disabilities are encouraged to apply for UN vacancies and are protected from discrimination during all stages of employment.
NO FEES:
IOM does not charge a fee at any stage of its recruitment process
(application, interview, processing, training, or other fee). IOM does
not request any information related to bank accounts.
Operations Assistant (Field Support) at International Organization for Migration
IV. REQUIRED QUALIFICATIONS AND EXPERIENCE
EDUCATION
• Four years of working experience with high school diploma in related field.
• Two years of working experience with Bachelor’s degree in related field.
EXPERIENCE
• Prior Movement Operations or transportation experience is a strong advantage.
• Good knowledge of Word, Excel, and the internet. Strong interpersonal and communication skills.
V. LANGUAGES
Required
(specify the required knowledge) Desirable
For this position, fluency in English and Swahili is quired • Working knowledge of French and/or Spanish is an advantage.
VI. COMPETENCIES
The successful candidate is expected to demonstrate the following 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: 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 – behavioural indicators level 1
• 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.
Read Also:
The UN system in Tanzania provides a work environment that reflects the values of gender equality, teamwork, diversity, integrity, a healthy balance of work and life and equal opportunities for all, including persons with disability.
Female candidates and qualified persons with disabilities are encouraged to apply for UN vacancies and are protected from discrimination during all stages of employment.
NO FEES:
IOM does not charge a fee at any stage of its recruitment process
(application, interview, processing, training, or other fee). IOM does
not request any information related to bank accounts.
HOW TO APPLY:
Interested candidates should fill in the PH form, submit CV’s and cover
letter indicating Vacancy Number with 3 professional references and
contacts to email address: tzvacancy@iom.int
The vacancy is open for internal candidates Tanzanian national only. Only e-mail applications will be considered.
The deadline for submitting the application is 9 March 2023.
