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14 Jun 2023
Operations Assistant – Team Leader (Field Support) at International Organization for Migration
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- Company: International Organization for Migration
- Location: Tanzania
- State: Dar Es Salaam Jobs
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Tanzania
I. POSITION INFORMATION
Position title Operations Assistant – Team Leader (Field Support)
Position grade G-5
Duty station Dar es Salaam, Tanzania
Position number To be created
Job family Operations
Organizational unit 10004650
Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? Country Office
Position rated on Not applicable – Pre-classified
Reports directly to Operations Associate, Movements & Data Processing
Number of Direct Reports 0
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. 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.
Under the general supervision of the Movement Operations Manager, administrative supervision of the Chief of Mission and the direct supervision of Operations Associate, Movements & Data Processing, the Operations Assistant (Team Leader), Field Support is responsible for undertaking movement operations activities in the field, with the following duties and responsibilities:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Undertake field activities in an assigned area or areas, such as at an airport, transit center, third-party facility, camp-based operation or suboffice, or in relation to transportation. As required, monitor and guide
teams of Operations Clerks and Operations Assistants in completing field support activities.
2. In coordination with the Operations Associate, Movements & Data Processing, lead Field Support Teams as they perform airport services, as well as perform airport services when required, 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. Lead Field Support Teams as they 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 vulnerable individuals are assisted in a manner that ensures their safety, security, and comfort; report all issues immediately to the appropriate supervisor(s).
4. Assist in the coordination of 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. 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. Work with units and departments and beneficiaries on pre-departure formalities including but not limited to travel loans, luggage, prohibited items, bag tags and clothing/shoes. Assist with daily discussions with beneficiaries on cleanliness, litter and hygiene. Keep all posters and informational messages up-to-date and placed in visible locations.
6. 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.
7. Lead 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. Ensure baggage sorting, tagging and handling is done appropriately and 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. Provide 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. Provide regular feedback on work being accomplished to the Operations Associate, Movements & Data Processing and keep supervisors immediately informed of any issues requiring their attention.
10. Undertake duty travel, if required, to participate in meetings or training sessions, or to escort individuals.
11. Alert Operations Associate, Movements & Data Processing, 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
• Three years of working experience with Bachelor’s degree in Business Administration, Management, Tourism, Law, Economics, an accredited academic institution.
• Completed secondary [high school] education with Five years of working experience in social science or business administration or related field.
• Prior Movement Operations, transportation-related and/or management experience a strong advantage.
• Attention to details and ability to organize.
• Ability to work under pressure with minimum supervision.
• Strong interpersonal and communication skills.
• Prior experience working with youth may be an advantage.
• Strong computer skills – Word, Excel, and Internet; and Amadeus.
(specify the required knowledge) Desirable
Thorough knowledge of English and Kiswahili Working knowledge of French is an advantage.
The incumbent is expected to demonstrate the following values and competencies:
Values – all IOM staff members must abide by and demonstrate these three 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 dayto-day challenges.
Core Competencies – behavioural indicators level 1
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a serviceoriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
All application documents will be handled in accordance with IOM data protection policy.
The selected candidate is required to commence the assignment as soon as they receive the selection email.
The UN system in Tanzania provides a work environment that reflects the values of gender equality, teamwork, diversity, integrity, a healthy balance of work and life and equal opportunities for all, including persons with disability.
Female candidates and qualified persons with disabilities are encouraged to apply for UN vacancies and are protected from discrimination during all stages of employment.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee). IOM does not request any information related to bank accounts.
Method of Application
Interested candidates should fill in the Personal History Form (PHF), Submit
Resume/CV and motivational letter indicating Vacancy Number with 3 professional references and contacts to email address: [email protected]
The vacancy is open for internal & external Tanzanian nationals only. Only shortlisted candidates will be contacted..
The deadline for submitting the application is 26 June 2023.