Vacancy Number | IOM-SVN/0044/2018 |
Position Title | Senior Operations Assistant |
Duty Station | Shire, Ethiopia, |
Classification | General Service Staff, G6 |
Type of Appointment | SVN, Six months with possibility of extension |
Estimated Start Date | As soon as possible |
Posting Period | 20.06.2018 |
Background
Under the general supervision of the Chief of Mission and the direct supervision of the Head of Sub-Office (HOSO) in Shire, the incumbent shall be responsible to carry out duties related to the organizations movement activities. In particular he/she will be responsible for the following
Core Functions / Responsibilities:
1. Ensure the proper handling and filing of the departments’ incoming and outgoing communication including circuit ride information, ABNs, travel packets, warrants, travel documents, Visas, Exit permits, Service Providers Purchase Orders, invoices, receipts, tickets and official letters. Original documents are to be forwarded to the Operations Officer or designate for safe keeping on the day of their receipt.
2. Identify, analyze and recommend action plans to address daily operational issues and provide inputs for timely and efficient movements planning and management.
3. Closely co-ordinate and supervise the logistical arrangements for refugee movements within the area of work (Shire, Shimelba, Axum Mai Yani as well as to and from Addis including request and payments of relevant DSAs and transportation pick-up/ drop off of refugees to / from the airport, hotel, clinic, lab, TC, case work and Interviews as well as the preparation and implementation of relevant work plans.
4. Supervise and ensure registration and regular updates of the related department’s document and case tracking data bases as advised by the HOSO and issue relevant weekly and monthly status update reports as per established guidelines.
5. Oversee actual refugee movements to and from Shire and also within Shire and ensure provision of Logistical assistance for the Operations and medical Departments in Shire, Shimelba and Axum as well as to and from Addis Ababa.
6. Ensure the maintenance and updates of IOM refugee/migrant information/ bulletin boards in Shimelba and Mai Yani Camps, Shire and Axum.
7. Coordinate the logistical needs as relates to ground transportation, accommodation, meals, medical and operational appointments , pre-departure medical checks and departures and /or arrivals in close co-ordination with Operations Officer and Operations Staff.
8. Suggest procedures to complement or adapt IOM general instructions in line with operational needs,
9. Escort refugees and migrants between IOM Offices and processing/departure locations ensuring that appropriate photo IDs are verified and the integrity of the program is maintained.
10. As directed by the HOSO, provide logistical support to refugees, staff on official duty, and IOM visitors.
11. As a focal point for Cultural Orientation – liaises with CO project managers and ensures CO, AUSCO and COA are provided to eligible refuges prior departure and report the same as per required procedures.
12. Represent IOM in Inter Agency meetings and any other local meetings and forums
13. Any other duties within the incumbent’s capabilities as assigned by the Operations
Required Qualifications and Experience
Education & Experience
University Degree in Business Management, Administration or related Social Sciences with six years on the job experience in transport and logistics, and refugee programs at a supervisory level with training and experience to resolve a wide variety of problems, writing proposals that affect the design and improvement of operations systems and processes. Experience in using Microsoft Office packages - (Outlook, Word, Access and Excel).
Languages
· Thorough knowledge of spoken and written English, Amharic and Tigrigna. Knowledge of other widely spoken languages in Ethiopia would be an advantage.
Competencies:
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.