SayPro Movement Operations Management (Field Support)

Position Title : Movement Operations Officer (Field Support)

Duty Station : Kigali, Rwanda

Classification : Professional Staff, Grade P2

Type of Appointment : Special short-term graded, nine months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 17 May 2022

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Aruba (Netherlands); Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Cuba; Curaçao; Fiji; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Madagascar; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

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.

Under the general supervision of the Chief of Mission and the direct supervision of the Movement Operations Manager, the Movement Operations Officer (Field Support), is responsible for supervising movement operations activities in the field, with the following duties and responsibilities:

Core Functions / Responsibilities:

1. Oversee up to four teams of staff members undertaking 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, including supporting staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of field support activities.

2. Oversee the efficient and effective management of airport services for arriving and departing individuals, including in relation to documentation, luggage, escorts, and special services. Ensure staff at airports deliver the highest quality service possible and interact in the appropriate way with airport and government officials and handle urgent issues as they occur. Monitor the work schedule, ensuring there is adequate coverage for daily flights, and validate all hours worked for Human Resources (HR). Process relevant financial paperwork for airport services in coordination with the IOM finance department.

3. Oversee staff as they assist individuals at transit centers or third-party facilities. Monitor the weekly shift schedule, ensuring coverage is adequate to maintain a professional, safe, secure, and clean environment; address issues as they arise. Continually seek ways in which IOM can improve services, including in relation to food, water, non-food items, shelter, sanitation, briefings, signage, and youth services; for third party facilities, regularly conduct checks to ensure accommodation is up to IOM standards. Manage assets and inventories, ensuring stocks are continually acceptable, supervise quality control of vendors, and manage the fleet of transit center vehicles and related driving schedules, staff, and paperwork, if relevant. In coordination with the finance and procurement units, handle all paperwork related to facilities, including payment and procurement requests.

4. Oversee staff undertaking the coordination of timely and adequate services for meals, snacks, and water for individual staying at Transit Centers, third-party facilities or during transit in airports and other locations. Work closely with meal providers to ensure meals are culturally appropriate, hygienic, and cost efficient; as needed, identify new vendors to provide services and negotiate agreements with them.

5. Ensure selection mission support, exit permit support and interpretation services are coordinated for individuals at the airport, in transit centers, camps, consolidation points and third-party facilities or during transport by air, ground or water, according to the highest ethical standards and guidelines established by IOM. Handle financial paperwork related to selection mission, exit permit or interpretation services as needed.

6. Supervise the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers and supervising staff as all related activities are undertaken. Regularly review service providers to ensure they meet IOM standards. Ensure persons with special needs are provided with appropriate services and continually seek ways in which services can be expanded and improved to meet their needs.

7. Liaise with Units in IOM Rwanda and with external partners such as airport and government authorities, relevant embassies, and the United Nations High Commissioner for Refugees (UNHCR) in a positive and productive manner. As needed, represent IOM at partner meetings and conferences.

8. Supervise quality assurance procedures of Field Support services, ensuring quality assurance checks are being regularly undertaken by staff members overseeing day-to-day activities. Report any anomalies or issues with Field Support relevant data to the Movement Operations Manager.

9. Supervise the handling of at-risk and sensitive cases in accordance with IOM’s policies, procedure, and guidance in the Movement Management Manual (MMM), including assistance for unaccompanied refugee minors (URMs) while ensuring that IOM is adequately training staff members on working with at-risk and sensitive cases and is mainstreaming prevention of sexual exploitation and abuse (PSEA) through the awareness and training sessions for staff and service-providers.

10. Ensure incident reports are prepared, submitted and responded to in an efficient manner and communicate promptly to management and staff about all incidents that occur while suggesting methods of improving service and reducing incidents related to arriving and departing flights, transit and facilities to the Movement Operations Manager when needed.

11. Prepare statistics and report regularly to the Movement Operations Manager. on relevant activities, problems and solutions related to Field Support while working to streamline how reports are prepared and presented to improve services.

12. Demonstrate a comprehensive understanding of relevant Movement Operations Standard Operating Procedures (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). Develop and revise SOPs as needed. Ensure staff members always conduct themselves according to the code of conduct and with a high level of integrity.

13. Alert the Movement Operations Manager or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

14. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Social Sciences, Development Studies or International Cooperation and Humanitarian Aid or a related field from an accredited academic institution with two years of relevant professional experience; or

• University degree in the above fields with four years of relevant professional experience.

Experience

• Prior Movement Operations, transportation-related and/or management experience a strong advantage.

Skills

• Strong written and verbal communication skills and ability to effectively communicate with and lead a team.

• Demonstrated proficiency with IGator, MiMOSA, SAR and Amadeus.

• Excellent computer skills and a high level of proficiency in spreadsheet and database applications.

• Knowledge of IOM’s administrative, financial, and business rules and practices is desirable.

Languages

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

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, fluency in English is required (oral and written). Working knowledge of French and/or Spanish, Tigrigna and Amharic is an advantage.

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

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database

(https://whed.net/home.php).

Required Competencies:

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 wherever possible.

• 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.

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 action 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

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.