Асистент/-ка операційного відділу/ Operations Assistant (Movements) (2 positions) - Міжнародна організація з міграції (МОМ), Представництво в Польщі

Open to Internal and External Candidates

Position Title: Operations Assistant, Movements (2 positions)
VN No: PLVN23 -012
Duty Station: Warsaw, Poland
Classification: General Service Staff, Grade G5
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.

IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.

Context:

Under the general supervision of the Head of Operations and the direct supervision of Senior Operations Assistant (Movement), the Operations Assistant (Movements) is responsible for undertaking movements activities, with the following duties and responsibilities:

Core Functions / Responsibilities:

Coordinate, schedule and book travel for individuals upon receipt of 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
Organize and complete 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). Under the supervision of the Senior Operations Assistant (Movement) distribute travel information to internal and external stakeholders.
Compile and analyse 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.
Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.
In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals.
In coordination with Senior Operations Assistant (Movement), process exit permission paperwork and ICRC Travel Documents in accordance with established standards and the local guidelines.
Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
Conduct 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.
Provide regular feedback on work being accomplished to the Senior Operations Assistant (Movement) and keep supervisors immediately informed of any issues that arise.
Demonstrate an in-depth 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.)
Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant (Movement) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
Perform such other duties as may be assigned.
Required Qualifications and Experience

Education

Completed secondary [high school] education required and five years of relevant working experience; three years of working experience with a Bachelor’s degree;
Experience

Prior Movement Operations or transportation experience is a strong advantage.
Other 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 strong advantage.
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.

Closing 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 20.02.2023 to 05.03.2023

2023-02-21T15:04:29.000 2023-03-05T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Польща Міжнародна організація з міграції / МОМ