Vacancy No.:

IOM-SVN/0091/2021

Position Title:

Operations Clerk (Field Support)

Position Grade:

G-3

Duty Station:

Gonder, Ethiopia

Type of Appointment:

SST, Six months with possibility of extension

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 huma0ne and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

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.

IOM is committed to a diverse and inclusive environment. Internal & External candidates are eligible to apply to this vacancy.

 Background

Under the general supervision of the Operations Manager, and the direct supervision of Senior Operations Assistant, the Operations Clerk (Field Support) is responsible for supporting movement operations activities in the field, with the following duties and responsibilities:

Core Functions / Responsibilities:

• Support 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.
• Support Operations Assistants and Team Leaders as they perform airport services, including assisting with baggage, walking with groups of individuals within the airport, assisting with roll call, and collecting and distributing food and water and other supplies as directed, communicating individual requests to Operations Assistants as they are made.
• Support Operations Assistants and supervisors as they assist individuals arriving to transit centers or third-party facilities with sign-in, verification of identity, orientation, food items, non-food items and room assignments, and support the coordination of departures for medical appointments, return transportation to home cities or camps or onward travel. Provide support as needed in relation to supplies, information dissemination and activity and appointment coordination.
• Support Operations Assistants and supervisors as they provide individuals in camps, transit centers or third-party facilities with pre-departure formalities by undertaking such tasks as assisting with roll-call, handling, tagging and sorting luggage and distributing items.
• Support Operations Assistants as they escort individuals via ground and/or water transportation, including assisting with baggage, talking with ground transportation providers and accompanying groups on transportation.
• Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, transit centers, camps and third-party facilities or in relation to transportation.
• 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.
• Demonstrate a general understanding of relevant Movement Operations SOPs, 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 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.

Educational Qualification

• Bachelor’s Degree with three years of relevant working experience in Business Management, Business administration, Social Sciences or related field of study.

Experience

• Experience on Hospitality, hotel and transportation service is a strong advantage.
• Refugee programs especially on IOM resettlement and movement management in Ethiopia
• Data recording, handling and reporting
• Strong computer skills – Word, Excel and Internet.
• Experience in using Microsoft Office packages – Outlook, Word, Access and Excel.
• Knowledge of the broad range of migration related subject areas dealt with by the Organization.

Languages

• Thorough knowledge of spoken and written English and Amharic is required.
• Working knowledge of Somalia, Tigrigna, Arabic and other languages of refugees’ in Ethiopia is desirable.

Competencies

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 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

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

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.