Senior Operations Assistant (Data Processing) – 1 Position
GENERIC POST DESCRIPTION
SECTION 1
Position Information
VN IOM/DAR/025/2024
Position Title Senior Operations Assistant (Data Processing)
Position Grade G6
Duty Station Dar es salaam,Tanzania United Republic Of
Durations I year Fixed Term
Position Number To be created
Recommended:
Job Family Operations
Organizational Unit Movement Operations
Is this a Regional, HQ, MAC,
PAC, Liaison Office, or a
Country Office based position? Country Office
Position rated on Rated
Reports directly to National Associate Movement Operations Officer
Number of Direct Reports 4
SECTION 2
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. 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 Movements Operations Manager, and
the direct supervision of National Associate Movement Operations
Officer, the Senior Operations Assistant (Data Processing), is
responsible for undertaking data processing activities, with the
following duties and responsibilities:
SECTION 3
Responsibilities and Accountabilities
1. Oversee a team or teams of up to a total of eight staff members recording demographic and biographic information in MiMOSA upon receipt of the request for travel and confirming receipt to third parties, such as an embassy or Resettlement Support Center (RSC). 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 data processing activities.
2. Oversee Data Processing team members as they manage, secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure team members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines and that all the necessary measures to guarantee limited access to physical files are taken.
3. Oversee Data Processing team members in processing exit permits and travel documents in close coordination with supervisors and other IOM colleagues; this may include direct communication with beneficiaries in relation to required documentation in accordance with SOPs.
4. Ensure staff members prepare all travel documentation required for the exit process and submit to relevant authorities for approval, following up on exit permit requests and clearances in a timely manner.
5. Oversee the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance, with exit processes closely coordinated.
6. Oversee the preparation of 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.
7. Oversee the preparation of reports on the receipt of documentation to time of service delivery; inform management of possible issues which need attention and suggest corrective actions. Report to management any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
8. Oversee the preparation of regular data mining reports in order to ensure that MiMOSA is upto-date, accurate and maintains the integrity of relevant Movement Operations projects.
9. Under the close supervision of [National Associate Movement Operations Officer, liaise as needed with other teams and units in IOM,Tanzania United Republic Of 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 National Associate Movement Operations Officer keep supervisors immediately informed of any issues that arise.
10. 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.)
11. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert [National Associate Movement 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.
SECTION 4
Required Qualifications and Experience
EDUCATION
• Six years of working experience with secondary [high school]
education; • Four years of working experience with Bachelor’s degree in
related field.
EXPERIENCE
• Prior Movement Operations, transportation-related and/or management experience 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 distinct advantage.
SECTION 5 Languages
REQUIRED
For all applicants, fluency in English and Swahili is required (oral and written).
DESIRABLE
Working knowledge of French and/or Spanish is an advantage
SECTION 6
Competencies
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.
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 actions and delegated
work.
Communication: Encourages and contributes to clear and open
communication. Explains complex matters in an informative, inspiring and
motivational way.
MANAGERIAL COMPETENCIES – Behavioural indicators – Level 2
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 leadership and professional
potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the
Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.
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.
Read Also:
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 Notice number with 3 professional references
and contacts to email address: tzvacancy@iom.int
The vacancy is open for internal and external candidates Tanzanian national only. Only e-mail applications will be considered.
Posting period: From 09th April 2024 to 22nd April 2024
Operations Assistant (Field Support – 1 Position
GENERIC POST DESCRIPTION
SECTION 1
Position Information
VN IOM/MKR/023/2024
Position Title Operations Assistant (Field Support) 1 POSITION
Position Grade G-4
Duty Station Makere, Tanzania United Republic Of
Duration 1 year with possibility of extension
Position Number To be created
Job Family Operations
Organizational Unit Movement Operations
Is this a Regional, HQ, MAC,
PAC, Liaison Office, or a
Country Office based position? Country based
Position rated on Rated
Reports directly to Senior Operations Assistant (Field Support)
Overall supervision by National Movements Operations Officer
Number of Direct Reports 0
SECTION 2
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 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.
Under the general supervision of the National Movements Operations
Officer, and the direct supervision of Senior Operations Assistant
(Field Support), the Operations Assistant (Field Support), is
responsible for the following duties and responsibilities.
SECTION 3
Responsibilities and Accountabilities
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 thirdparty 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.
Read Also:
7. Provide regular feedback on work being accomplished to the Senior Operations Assistant (Field Support) 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 Senior Operations Assistant (Field Support) 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.
SECTION 4
Required Qualifications and Experience
EDUCATION
• Four years of working experience with secondary [high school] education.
• Two years of working experience with Bachelor’s degree in related field.
EXPERIENCE
• Prior Movement Operations or transportation experience is a strong advantage.
SKILLS
• Good knowledge of Word, Excel, and the internet.
• Strong interpersonal and communication skills.
TECHNICAL
• Delivers on set objectives in hardship situations.
SECTION 5 Languages
REQUIRED
For all applicants, fluency in English and Swahili is required (oral and written).
DESIRABLE
Working knowledge of French and/or Spanish is an advantage.
SECTION 6
Competencies
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.
CORE COMPETENCIES – Behavioral 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 actions and delegated
work.
Communication: Encourages and contributes to clear and open
communication. Explains complex matters in an informative, inspiring,
and motivational way.
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.
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
Read Also:
The vacancy is open for both internal and External candidates Tanzanian national only.
Only e-mail applications will be considered.
Posting period: From 09th April 2024–22nd April 2024
