I. POSITION INFORMATION
Vacancy Notice IOM/KSU/019/2022
Position title: Senior Operations Assistant-Field Support (1 position)
Position grade : G6
Duty station : Kasulu/Makere, United Republic of Tanzania
Type of Appointment & Durations: One Year Fixed-Term Contract with possibility of extension
Job family Operations
Organizational unit: Movement Operations
Position rated on N/A
Reports directly to: National Associate Movement Operations Officer
Overall supervision 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.
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.
across the spectrum of the Organization's programmes.
Context:
Under the general supervision of the National Associate Movement Operations Officer and the
direct supervision of 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:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
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 National Associate Movement Operations Officer 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 National Associate
Movement Operations Officer, 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 problems. In coordination with National Associate Movement Operations
Officer, 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
stay. 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 needed.
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 National Associate Movement Operations Officer, 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 National Associate Movement Operations Officer 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 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.
IV. REQUIRED QUALIFICATIONS AND EXPERIENCE
EDUCATION
• Six years of working experience with secondary [high school] education in related
field.
• 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.
• Strong computer skills - Word, Excel, and Internet.
V. LANGUAGES
Required
(specify the required knowledge) Desirable
Thorough knowledge of English and Kiswahili.
VI. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural
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 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
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