Senior Operations 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 direct supervision of the Operations Officer, 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

In close Coordination with the Operations Officer, oversees the daily staff charter activities in the Unit and assists with task distribution and quality control of the everyday operations, including workflow planning and staff absence on TDY, training or annual leave.
Monitor timely requests of the charters, name lists, Charter flight details and timely distribution of Advance Booking Notifications (ABNs), landing permit requests, Additions and Deletions to the final manifest and ensure monitor compliance with SOPs and procedures of MMM, HIT, MIMOSA.
Receive, orientate and train newly recruited Operations staff as applicable.
Update staff on charter movements and programs’ requirements.
Perform daily coordination with IOM airport staff, finance, medical, and other relevant units on charter movement-related issues.
Coordinate with relevant counterparts for ground transport arrangements for migrants travelling from Embassies/detention centres to International Departure Points.
Liaise with IOM Medical Unit to ensure monitor that logistics and follow-up on medical procedures are completed in good time as required.
Ensure Oversee that all ready-to-travel migrants are included in the final manifest to avoid the last-minute rush.
Prepare accurate and timely movement statistical reports for Operations Unit.
Liaise with Embassies and Consulates to obtain required/relevant Travel Documents for the safe travel of Migrants and staff, travelling under the auspices of IOM.
Implement security and safety measures for data, correspondence, and documents at all stages of movement processing.
Control record keeping of Proflight files in the Unit, timely closure of files and handover to Finance Operations Assistant team for further processing of invoices (if any) for a quick settlement.
Recommend improvements to the structure and procedures in line with the unit and adequate to meet the organization’s requirements.
Assist the Operations Officer to fulfil the Mission-wide integration and effective coordination of programs/projects delivery.
Assist the Operations Officer in promoting a management structure that fosters joint operations planning and coordination among programs/projects.
Follow up regularly on the production of, compile, and analyze targeted information materials, including daily sitreps, emergency operations, internal and external reports, and information sheets on pertinent subjects in response to requests from partners.
Assist the Operations Officer in the coordination and convergence between programs and projects aiming to advance efficacy and effectiveness while reducing parallel structures and avoiding duplication, overlap and wastage of resources, including human resources.
Undertake routine, independent spot-checks of programme activities as tasked by the Operations Officer, identify issues and propose remedial actions.
Support and facilitate the preparation of relevant training and guidance manuals for program/project and support units.
Assist in coordinating training in order to achieve the continuity of a high level of general awareness and specialized knowledge/skills
Perform such other duties as may be assigned

QUALIFICATIONS

Education and Experience

Six years of working experience with secondary [high school] education; four years of working experience with Bachelor’s degree.
Prior Movement Operations, transportation-related and/or management experience a strong advantage.
Strong computer skills – Word, Excel and Internet; past experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a distinct 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 2)

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 2) (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