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Apr 11, 2019

Operations Assistant / Field Support

  • International Organization for Migration
  • Pretoria, South Africa
Full time Nonprofit-Social Services

Job Description

IOM seeks to appoint an Operations Assistant / Field Support to be based in Pretoria, South Africa.

Vacancy/Reference Number: VNSA2019-03

Position Grade: G4 (UN Salary Scale for General Staff)

Appointment Type: Fixed Term Contract, with the possibility of extension

Estimated Start Date: As soon as possible

The purpose of the Operations Assistant (Field Support) is responsible for undertaking movement operations activities in the field.

Responsibilities:

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
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)
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
Assist in the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organisation 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
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
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
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
Perform such other duties as may be assigned
Requirement:

Four years of working experience with secondary [high school] education; two years of working experience with Bachelor’s degree
Knowledge of Word, Excel and Internet
Strong interpersonal and communication skills
Thorough knowledge of English
Working knowledge of French an advantage
The incumbent is expected to demonstrate the following technical and behavioural 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
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

Proactively develops new ways to resolve problems
Leadership and Negotiation

Convinces others to share resources
Presents goals as shared interests
Performance Management

Provides constructive feedback to colleagues
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Planning and Organising

Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organises and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
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
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

To apply, submit your application under the REFERENCE: VNSA2019/03 in the subject line of your email:

Cover letter motivating your application
Detailed CV
Copy of ID
IOM Personnel History form which you will find on http://southafrica.iom.int in the vacancies section
Please quote the source of this advertisement in your application 

IOM is committed to a diverse and inclusive environment. External and internal candidates are eligible to apply for this vacancy. For the purpose of the vacancy, internal candidates are considered as first- tier candidates and will be given priority over external candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

The appointment will be subject to certification that the candidate is medically fit for appointment, reference checks and any residency requirements and security clearances.
Quote the REFERENCE- VNSA2019/03 in the subject line of your application. The Organisation will not be able to track your applications without the reference code provided.
Incomplete applications will be rejected.

Only shortlisted candidates will be notified.

Enquiries in respect to the job description and application may be directed to the same email address.

Employment
The International Organisation for Migration (IOM) is a dynamic and growing inter-governmental organisation, with 166 member states. IOM is committed to the principle that “humane and orderly migration benefits migrants and society”. Established in 1951 and now active in over 440 field locations worldwide, IOM works with partners, government and civil society to promote international cooperation to address operational challenges of migration and mobility, assist in the search for practical solutions to migration problems, and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.


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