Vacancy No.: | IOM-SVN/0044/2018 |
Position Title: | Senior Operations Assistant |
Position Grade: | General Service Staff, G6 |
Duty Station: | Addis Ababa, Ethiopia |
Type of appointment: | SST, Six months with possibility of extension |
Estimated Start Date: | As soon as possible |
Closing Date: | August 10, 2018 |
Organizational Background
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 humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Context and Scope of the Position
Under the overall Supervision of the Chief of Mission and direct supervision of the Operations Officer the incumbent will be responsible for performing the work of the Senior Operations Assistant.
Core Functions / Responsibilities:
The successful candidate will specifically undertake:
1. In close coordination with the Shelter/NFI Project Manager, Shelter Officer and Assist and monitor incoming and outgoing communication including circuit ride information, travel documents, Visas, Exit permits, Service Providers Purchase Orders, invoices, receipts, and official letters. Original documents are to be forwarded to the senior operations Officer or designate for safe keeping on the day of their receipt.
2. Supervise and ensure registration and regular updates of the related department’s document and case tracking data bases as advised by the supervisor and issue relevant weekly and monthly status update reports as per established guidelines.
3. Oversee actual refugee movements to and from Addis Ababa and ensure provision of Logistical assistance for the Sub-offices and resettlement interview officers as needed during different resettlement interviews, Cultural orientation, medical and departure missions.
4. Coordinate the logistical needs of refugees/migrants 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 Senior Operations Officer.
5. Ensure the maintenance and updates of IOM refugee/migrant information/ bulletin boards in the Sub-offices and Addis Ababa.
6. Perform quality service appraisal for all operation service providers in Addis Ababa and Sub-offices and report to Senior Operation Officer with recommendations. Identify and implement measures to maintain a high level of integrity in the program.
7. Coordinate with CWS/RSC and CO Officers and ensure necessary interviews are facilitated to eligible refugees’ prior departure and report the same as per required procedures.
8. Oversee the preparation of movement statistics and document verification reports for OPS unit in Addis Ababa.
9. Perform day-to-day supervision of Operations Logistic team. Ensure smooth coordination between Logistic, Transit Center and movement Operation staffs on all movements especially on upcoming departures and arrivals. Ensuring that all necessary documents (passports, travel documents, entry and exit visas etc.) are prepared and included in the refugees’ file.
10. Coordinate and Lead the document verification activities being requested by different embassies as per established guidelines and standard, Perform or assign Logistic staffs to execute the verifications and submit verification report to the respective embassies in a timely manner.
11. Prepare invoices for each documents being verified and follow up the reimbursement of costs on time as per the guidelines.
12. Ensure data, correspondence and documents security and safety in the team at all stages of movement processing.
13. Conduct intermittent field visits to the Sub-offices, collect project monitoring and evaluation data including end-use information that inform project managers and project staff on project status, modification requirements and inform decision making.
14. Ensure timely preparation and submission of periodic project reporting including interim and final reporting through close collaboration with OPS staffs, the mission’s M&E and PD.
15. Assist, train and follow up field offices and colleagues have a systematic Operational tools and structures that enable tracking of project based tools, equipment, supplies.
16. Perform other duties as maybe assigned by the supervisor.
Required Qualifications and Experience
Educational Qualification
Professional Experience
Experience in managing or supervising a unit preferred.
Languages
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.