International Organization For Migration (IOM)

Operations Assistant (Field Support and Staff Travel)

International Organization For Migration (IOM)

Job Description

Position Title: Operations Assistant (Field Support and Staff Travel) Duty Station: IOM Philippines Country Office (Manila) Classification: General Service Staff, Grade G5** Type of Appointment: Fixed term, one year with possibility of extension Estimated Start Date: soon as possible Closing Date: 17 February 2021 Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

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 Head of Programs and the direct supervision of the National Project Officer under the Migrant Protection and Assistance Unit, the Operations Assistant (Field Support and Staff Travel) is responsible for undertaking movement operations activities in the field. Further, the successful candidate will provide assistance in accomplishing various tasks related to issuance and payment of air tickets and facilitation of visa application of IOM staff undertaking international and domestic official duty travel.

Core Functions / Responsibilities:

  1. Undertake field support activities in an assigned area or areas 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 in the Coordination of transportation from consolidation points, 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.
  4. Provide selection mission support, exit permit support, during transport by air, ground or water.
  5. Provide regular feedback on work being accomplished to the Operations Assistant (Team Leader) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.
  6. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and Data Protection rules. Alert the Operations Assistant (Team Leader) or management of any non-compliance to SOPs or Codes of Conduct by IOM staff members or partners.
  7. Make arrangements for all domestic and international travels undertaken by staff members, consultants and other Non-IOM Staff traveling at IOM expense.
  8. Assist in the booking and request ticket issuance using IOM Global Fare arrangement whenever applicable while assisting in coordinating the issuance of tickets with the travel agency and airline.
  9. Facilitate the verification of ticket invoice; create Ticket Order Record (TOR) in Integrated Global Airline Ticket Order Record (IGator) for all requested tickets for payment in PRISM Financials.
  10. Update Ticket status for created TORs to generate Goods Receipt/ Purchase Order records in the Processes Resources Integrated Systems Management (PRISM)/SAP.
  11. Review and check accuracy of iGator entries against PRISM prior to preparation of RFP.
  12. Respond to staff queries and concerns regarding staff travel policies and assist in sending communicating resolutions to staff members promptly.
  13. Liaise with foreign embassies/consulates to expedite visa application processing of IOM and non-IOM applicants
  14. Perform such other duties as may be assigned.
Required Qualifications and Experience

Education

  • University degree in Business Administration, Commerce, or a related field from an accredited academic institution, with three years of relevant professional experience; or
  • Completed High School degree with five years of relevant professional experience.
Experience

  • Prior Movement Operations or transportation experience is a strong advantage.
Skills

  • Good knowledge of Word, Excel and the internet. Strong interpersonal and communication skills.
Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

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 day-to-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 service-oriented 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.
IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

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.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.

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