Operations and Administrative Assistant (Charters)

Tripoli, Libya

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JOB DESCRIPTION

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the overall supervision of the Deputy Chief of Mission and the Operations Officer, and the direct supervision of the Senior Operations Assistant (Charters) , the incumbent will support the operations team, in compliance with IOM established procedures to ensure the orderly and timely implementation of the programme, with the following duties and responsibilities:

RESPONSIBILITIES

Support the coordination, identification, and dissemination of the initial charter manifest to service providers, IOM receiving missions as well as HEC at the HQ.
One day before departure, conduct headcount, distribute Non-Food Items (NFIs) and IOM bags, and ensure to share your finding with relevant colleagues.
Support the coordination of migrant(s) transportation between Embassies/detention centres and the airport.
Support the coordination of the exit visa issuance for all migrants interested in VHR.
In coordination with logistics, assist to identify the total number of travelling migrants and assist to coordinate the distribution of food and refreshment prior to departure.
Distribute travel documents, with existing visa stamps, on the departure day and liaise with airlines regarding pre-check-in procedures for IOM
Check initial manifest, verify travel documents and migrants’ identities, and arrange check-in of all migrants departing via IOM charters and coordinate their assistance with bags, ID verification, and guide them through customs and immigration office.
Follow-up that relevant airport services are accessed for cases with special needs, including medical and unaccompanied minors.
Liaise with airlines, Libyan immigration authorities, and airport authorities on procedures for IOM passengers.
Verify that all travelling migrants have been screened for vulnerability, protection, and health, and ensure escort orientation and required documents.
Assist to coordinate the dissemination of the final manifest with relevant units and countries of returns, while noting No-shows, and medical cases in every movement.
Provide regular feedback on work being accomplished to Senior Operations Assistant (Charter) and keep supervisors immediately informed of any issues that need to be raised.
Maintain and monitor the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Senior Operations Assistant (Charter) or the Operations Officer of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
Verify invoices and documents submitted by suppliers and service providers.
Raise PRs and ensure follow-up that PRs are fully approved on duly time.
Monitor that a proper follow-up system is in place for all administrative OPS-related files and that archiving is completed promptly.
Follow up on all hourly staff timesheets monthly.
Maintain Attendance records of Movements Operations Unit staff members; · Demonstrate an in-depth 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).
Support in the organization of culture orientation sessions, pre-departure services for all movements and other function arrangements as required.
Ensure that goods delivered conform to the specifications in the purchase order and are in good condition, report deviations and take corrective measures in coordination.
Perform such other duties as may be assigned.

QUALIFICATIONS

Education and Experience

Five years of working experience with secondary [high school] education; three years of working experience with Bachelor’s degree;
Prior Movement Operations or transportation experience a strong advantage; and,
Strong computer skills – Word, Excel and Internet; past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a strong advantage.

Languages

REQUIRED

For this position, fluency in English (oral and written).

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators (Level 1)

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies