L’OIM recrute un associé aux opérations (mouvements et traitement des données), N’Djaména, Tchad
Position Title : Operations Associate (Movements and Data Processing)
Duty Station : N’Djamena, CHAD
Classification : G7/1
Type of Appointment : Special Short Term, 6 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : October 06, 2020
IOM :
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.
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 Chief of Mission of IOM and the direct supervision of Movement Operations Officer, The Operations Associate (Movements and Data Processing) is responsible for supervising movement and data processing activities, with the following duties and responsibilities:
Core Functions / Responsibilities :
- Oversee up to two teams of staff members who are undertaking movement activities, including coordinating, scheduling and booking travel, distributing Advance Booking Notifications (ABNs), and issuing updates on domestic flights, cancellations and departure notifications; or data processing activities, including recording demographic and biographic information in MiMOSA, confirming receipt to third parties, and managing, securing, and accounting for travel documents in accordance with the local standard operating procedures (SOPs) ;
- Promote staff development processes such as 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 activities ;
- Oversee the organization and completion of all bookings by Movements’ staff members in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT). Ensure compliance with program-specific SOPs for different migrant types and other modes of travel by air, land or sea ;
- Supervise the distribution of travel information to internal and external stakeholders ;
- Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs. Oversee Movements staff members as they compile and analyze 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 ;
- Certify vendor-incurred costs and verify charges for beneficiary movements; capture costs in the movement cost report, monitor cost settlement and transfer to financial accounting ;
- Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines, that they are taking all necessary measures to guarantee limited access to physical files, and that they are dispatching travel documents and coordinating exit permits in a timely manner. Ensure the travel bag has all necessary documentation to depart the country ;
- Oversee Data Processing staff members as they process exit permits and travel documents in close coordination with supervisors and other IOM colleagues; this may include direct communication with beneficiaries in relation to requesting them to submit required documentation in accordance with SOPs ;
- Oversee the preparation of Data Processing reports on the receipt of documentation to time of service delivery, as well as regular data mining reports confirming MiMOSA is up-to-date and accurate; advise management on possible issues which need attention and suggest corrective actions. Report specifically to management on any problems encountered like denials of exit permits, the reasons for such denials and possible solutions ;
- Oversee pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed and identity and document verification prior to the distribution of travel documentation to departing individuals. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed, including overseeing the coordination of escorts ;
- Under the supervision of the Movement Operations Officer, the candidate will liaise as needed with other teams and units in IOM Chad and with external partners such as airport and government authorities, the US Embassy and the United Nations High Commissioner for Refugees (UNHCR). Provide regular feedback on work being accomplished to the Movement Operations Officer and keep supervisors immediately informed of any issues that arise ;
- Demonstrate a comprehensive 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 the Movement Operations Officer 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 and Experience :
- Seven years of working experience with secondary [high school] education; five years of working experience with Bachelor’s degree ;
- Prior Movement Operations, transportation-related and/or management experience a strong advantage ;
- Strong computer skills – Word, Excel and Internet; past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a distinct advantage.
Languages :
- Thorough knowledge of English and French ;
- Knowledge of local languages is an advantage.
Required Competencies :
Accountability :
- Accepts and gives constructive criticism ;
- Follows all relevant procedures, processes, and policies ;
- Meets deadline, cost, and quality requirements for outputs ;
- Monitors own work to correct errors ;
- Takes responsibility for meeting commitments and for any shortcomings.
Client Orientation :
- Identifies the immediate and peripheral clients of own work ;
- Establishes and maintains effective working relationships with clients ;
- Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries ;
- Keeps clients informed of developments and setbacks.
Continuous Learning :
- Contributes to colleagues’ learning ;
- Demonstrates interest in improving relevant skills ;
- Demonstrates interest in acquiring skills relevant to other functional areas ;
- Keeps abreast of developments in own professional area.
Communication :
- Actively shares relevant information ;
- Clearly communicates, and listens to feedback on, changing priorities and procedures ;
- Writes clearly and effectively, adapting wording and style to the intended audience ;
- Listens effectively and communicates clearly, adapting delivery to the audience.
Creativity and Initiative :
- Actively seeks new ways of improving programmes or services ;
- Expands responsibilities while maintaining existing ones ;
- Persuades others to consider new ideas ;
- Proactively develops new ways to resolve problems.
Leadership and Negotiation :
- Convinces others to share resources ;
- Actively identifies opportunities for and promotes organizational change ;
- Presents goals as shared interests ;
- Articulates vision to motivate colleagues and follows through with commitments.
Performance Management :
- Provides constructive feedback to colleagues ;
- Identifies ways for their staff to develop their abilities and careers ;
- Provides fair, accurate, timely, and constructive staff evaluations ;
- Uses staff evaluations appropriately in recruitment and other relevant HR procedures ;
- Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluation.
Professionalism :
- Masters subject matter related to responsibilities ;
- Identifies issues, opportunities, and risks central to responsibilities ;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation ;
- Persistent, calm, and polite in the face of challenges and stress ;
- Treats all colleagues with respect and dignity ;
- Works effectively with people from different cultures by adapting to relevant cultural contexts ;
- Knowledgeable about and promotes IOM core mandate and migration solutions
Planning and Organizing :
- Sets clear and achievable goals consistent with agreed priorities for self and others ;
- Identifies priority activities and assignments for self and others ;
- Organizes and documents work to allow for planned and unplanned handovers ;
- Identifies risks and makes contingency plans ;
- Adjusts priorities and plans to achieve goals ;
- Allocates appropriate times and resources for own work and that of team members.
Teamwork :
- Actively contributes to an effective, collegial, and agreeable team environment ;
- Contributes to, and follows team objectives ;
- Gives credit where credit is due ;
- Seeks input and feedback from others ;
- Delegates tasks and responsibilities as appropriate ;
- Actively supports and implements final group decisions ;
- Takes joint responsibility for team’s work.
Technological Awareness :
- Learns about developments in available technology ;
- Proactively identifies and advocates for cost-efficient technology solutions ;
- Understands applicability and limitation of technology and seeks to apply it to appropriate work.
Resource Mobilization : Establishes realistic resource requirements to meet IOM needs.
Technical : Delivers on set objectives in hardship situations.
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, accreditation, any residency or visa requirements, and security clearances ;
- 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.
How to apply :
Interested candidates are invited to submit their applications via e-mail to [email protected] referring to this advertisement in the subject: “ Operations Associate (Movements and Data Processing) ”. Application must contain a CV and a cover letter in a unique file.
Only shortlisted candidates will be contacted.