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Open to Internal and External Candidates
Position Title : Operations Assistant, Field Support (2 positions)
VN No : PLVN23 – 008
Duty Station : Warsaw, Poland
Classification : General Service Staff, Grade G4
Type of Appointment : One Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 5th March 2023
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Context:
Under the general supervision of the Head of Operations and the direct supervision of Senior Operations Assistant (Field Support), the Operations Assistant (Field Support) is responsible for undertaking movement operations activities in the field, with the following duties and responsibilities:
Core Functions / Responsibilities:
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 IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy 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, 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 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 thirdparty facilities or during transport by air, ground or water.
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.
Required Qualifications and Experience
Education
• Four years of working experience with secondary [high school] education; two years
of working experience with Bachelor’s degree
Experience
• Prior Movement Operations or transportation experience is a strong advantage.
Other Skills
• Good knowledge of Word, Excel and the internet. Strong interpersonal and
communication skills.
Language
• For this position, fluency in English is required (oral and written).
• Working knowledge of Ukrainian, Russian and/or Polish is an advantage
Required Values
Inclusion & respect for diversity
• Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual
orientation, political conviction and other differences.
• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and
orientations.
• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
• Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
• Upholds and promotes the Standards of Conduct and Unified Staff Regulations and
Rules.
• Delivers on commitments; manages the organization’s resources reliably and
sustainably.
• Embraces and encourages transparency, balancing this with the need for discretion
and confidentiality as appropriate.
• Maintains impartiality and takes prompt action in cases of unprofessional or unethical
behavior.
• Does not abuse one’s position and acts without consideration of personal gain. Is
motivated by professional rather than personal concerns.
Professionalism
• Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
• Seeks to raise professional standards in self and others through daily work and
activities.
• Adapts quickly to change and is decisive and versatile in face of uncertainty.
• Shows self-control and persistence when faced with difficult problems and remains
calm in stressful situations.
• Is conscientious and efficient in meeting commitments, observing deadlines and
achieving results.
Required Competencies
Teamwork
• Establishes strong relationships with colleagues and partners; relates well to people at all levels.
• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
• Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
• Coordinates own work with that of the team to meet agreed priorities and deadlines
Delivering Results
• Produces quality results and provides quality services to clients.
• Meets goals and timelines for delivery of products or services.
• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Shows understanding of own role and responsibilities in relation to expected results
Managing and Sharing Knowledge
• Keeps abreast of new developments in own field of competence and creates
opportunities for knowledge management initiatives.
• Shares knowledge and learning willingly, and proactively seeks to learn from the
experiences of others.
• Puts new learning into practice and draws on diverse sources of ideas and inspiration.
• Contributes to the identification of improvements to work processes and assists in
implementing them
Accountability
• Accepts personal responsibility for quality and timeliness of work.
• Takes ownership of all responsibilities within own role and honors commitments to
others and to the Organization.
• Operates in compliance with organizational regulations and rules.
• Accepts and gives constructive criticism; acknowledges and corrects mistakes and
apply lessons learned for improvement
Communication
• Presents information using language and sequence of ideas that is easy for recipients to understand.
• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
• Encourages others to share their views, using active listening to demonstrate
openness and to build understanding of different perspectives.
• Listens carefully and genuinely to the views and positions of others; acts on received
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.
How to apply:
Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV.C
losing Date: 5th March 2023
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 21.02.2023 to 05.03.2023
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