Operations Assistant (Field support) Transit Centre at International Organization for Migration (IOM): (Deadline 30 May 2022)

Operations Assistant (Field support) Transit Centre at International Organization for Migration (IOM): (Deadline 30 May 2022)

Open to Internal and External Candidates

context:

Under the overall supervision of the Operations Manager and direct supervision of the Senior Operations Assistant Field Support, the successful candidate will be responsible for carrying-out the following duties and responsibilities in relation to Operations in Kigali, Rwanda.

Core Functions / Responsibilities:

1. Undertake field support activities in an assigned area or areas, such as at an airport, transit centre, 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 centres 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 centres 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 supervisors if issues arise.
5. Assist in the coordination of transportation from consolidation points, transit centres 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 centres, camps, consolidation points and third-party facilities or during transport by air, ground or water.
7. Provide regular feedback on work being accomplished to the Senior Operations Assistant (Team Leader) 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 (Team Leader) 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.

Required Qualifications and Experience

     Education

• Bachelor’s degree with two years relevant work experience required, or
• High school diploma/certificate with four years of working experience.

Experience

• Prior Movement Operations or transportation experience is a strong advantage; and,
• Good knowledge of Word, Excel and internet with Strong interpersonal and communication skills.

Languages

Fluency in English. Working knowledge of French and/or Spanish is an added advantage.

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

• 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;

• 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;

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 neighbouring 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:

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 16.05.2022 to 23.05.2022

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