VACANCY NOTICE
Extension
Open to Internal and External Candidates
position Title:Operations Assistant (Field Support/Airport)
Organization Unit: Operations
Duty Station:Kigali, Rwanda
Classification: General Service Staff, Grade G4 (UN salary Scale forGS staff)
Type of Appointment: One year Fixed-term, with possibility of extension
Estimated Start Date: As soon as possible
Closing Date:18.10.2022
Reference Code:VN 2022/17 -RW
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 environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Under the overall supervision of Chief of Mission, under the general supervision of the Operations Manager and the direct supervision of Senior Operations Assistant, Field Support, the Operations Assistant (Field Support) is responsible for undertaking movement operations activities in the field, with the following duties and responsibilities:
Core Functions / Responsibilities:
- Undertake field support 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.
- Perform airport services, such as providing custodial care of travel documentation; verifying identities and documentation, including exit permissions, visas, tickets and other items in the travel bag; assisting with airport formalities, including flight arrivals, curb-side assistance, check-in, luggage formalities, immigration procedures, security screening systems and customs clearance; escorting arriving individuals to ground transportation and departing individuals to their gates; visually confirming flights have departed; ensuring individuals with special needs or equipment receive appropriate support; and, as needed, sending notifications using relevant systems.
- Assist individuals at transit centres or third-party facilities, including upon arrival with sign-in, verification of identity, orientation, food and non-food items and room assignments; during their stay with food and non-food items, instructions, briefings, activities, and resolution of issues; and upon departure for medical appointments, return travel or onward travel with briefings, luggage support and transition to transportation. Enter and update relevant data in the appropriate systems and ensure vulnerable individuals are assisted in a manner that ensures their safety, security, and comfort; report all issues immediately to the appropriate supervisor(s).
- Provide assistance at transit centres and third-party facilities for extended periods of up to 12 hours and during overnight periods, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise.
- Assist in the coordination of transportation from consolidation points, transit centres and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Assist with baggage sorting, tagging, and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.
- Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, in transit centres, camps, consolidation points and third-party facilities or during transport by air, ground or water.
- Provide regular feedback on work being accomplished to the Operations Assistant (Team Leader) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.
- Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations Assistant (Team Leader) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree with two years relevant work experience required, or
- High school diploma/certificate with four years of working experience.
Experience
- Prior Movement Operations or transportation experience is a strong advantage; and,
- Strong computer skills – Word, Excel and Internet
Languages
Fluency in English. French, Kinyarwanda and Swahili is an added advantage.
Required Competencies
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
- Accountability – Meets deadline, cost, and quality requirements for outputs
- Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
- Continuous Learning – Keeps abreast of developments in own professional area
- Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;
- Creativity and Initiative – Proactively develops new ways to resolve problems
- Leadership and Negotiation – Presents goals as shared interests;
- Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;
- Professionalism – Masters subject matter related to responsibilities;
- Teamwork – Actively contributes to an effective, collegial, and agreeable team environment;
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.
How to apply:
Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int .
The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names
IOM Rwanda will only accept applications along with updated CV (Nationality, Education, Experience including responsibilities) and an application letter (not more than one page).
Only shortlisted candidates will be contacted.
