Старший/-а асистент/-ка операційного відділу/ Senior Operations Assistant (Field Support) – Міжнародна організація з міграції (МОМ), Представництво в Польщі

Open to Internal and External Candidates
Position Title : Senior Operations Assistant (Field Support)
VN No : PLVN23 – 011
Duty Station : Warsaw, Poland
Classification : General Service Staff, Grade G6
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 National Associate Movement Operations Officer, the Senior Operations Assistant (Field Support) is responsible for supervising movement operations activities in the field, with the following duties and responsibilities.

Core Functions / Responsibilities:

1. Coordinate a team or teams of up to a total of eight 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.
IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
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 Poland 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 noncompliance to SOPs or codes of conduct by IOM staff members or partners.
12. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education
• Six years of working experience with secondary [high school] education; four years of
working experience with Bachelor’s degree.
Experience
• Prior Movement Operations, transportation-related and/or management experience a
strong advantage.
Skills
• Strong computer skills – Word, Excel and Internet.
Language
• For this position, fluency in English is required (oral and written).
• Working knowledge of Ukrainian, Polish and/or Russian 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 behaviour.
• 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
• Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
• Shares credit for team accomplishments and ensures that the contribution of others is recognized.
• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering Results
• Produces high-quality results and workable solutions that meet clients’ needs.
• Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
Managing and Sharing Knowledge
• Disseminates and shares knowledge openly and actively contributes to
knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge sharing across units/departments and ensures that knowledge as captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.
Accountability
• Proactively seeks responsibility in delivering towards the goals of the organization.
• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
• Stands by the actions of team or department, publicly accepting ownership.
• Takes responsibility of own shortcomings and those of the work unit, where applicable.
Communication
• Speaks and writes clearly and effectively.
• Seeks to share information with others, with due respect for diversity and confidentiality of specific sensitive information.
• Listens and seeks to understand without bias and responds appropriately.
• Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.
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 to the email address [email protected] referring to this advertisement.
Closing Date: 05.03.2023
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