IOM

Operations Associate (Ref: VN#TR/2024/133)

  • Ankara
  • IOM
  • Posted date: 3 days before
  • End date: 2024-07-22

Job Title: Operations Associate (Ref: VN#TR/2024/133)

Job In Ankara

Company: IOM

Start Date: 2024-07-08

End Date: 2024-07-22




Job Description

Vacancy Notice Number:

VN#TR/2024/133

Position Title:

Operations Associate

Duty Station:

Ankara – Türkiye

Classification:

One Year Fixed Term Contract (G7)- with possible extension

Eligibility:

Turkish Nationals

Deadline of Applications:

22 July 2024

Number of People to be hired

1

Category:

Internal & External

 

General Functions:

  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. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion 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 Head of Operations and the direct supervision of Sr. Movement Operations Manager, the Operations Associate, Ankara, is responsible for supervising all movement operations activities in Ankara, with the following duties and responsibilities.

 

Major Duties and Responsibilities:           

  1. Coordinate team leader-headed teams of up to a total of 16 staff members who are undertaking movement operations activities in Ankara, including activities related to field support, movements and data processing. Support 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 activities.
  2. Coordinate 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 deliver the highest quality service, interact appropriately with airport and government officials and handle urgent issues as they occur. Monitor the work schedule, validate hours and process relevant financial paperwork in coordination with the IOM finance department. 
  3. Coordinate staff as they assist individuals at transit centers or third-party facilities. Create and monitor the weekly shift schedule, ensuring coverage is adequate to maintain a professional, safe, secure and clean environment; address issues as they arise and continually seek ways in which IOM can improve services. For third party facilities, regularly conduct checks in close coordinate with the Sr. Movement Operations Manager to ensure accommodation is up to IOM standards.     
  4. Ensure 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, handling financial paperwork related to interpretation services as needed. Coordinate transportation from consolidation points, transit centers and third-party facilities, ensuring service providers meet IOM standards. Arrange pre-departure counselling on pre-embarkation procedures and special needs, such as meals, medication, wheelchairs and medical conditions.
  5. Coordinate the completion of all bookings by Movements staff members in accordance with the Handbook of IOM Tariffs (HIT). Ensure compliance with program-specific SOPs and supervise the distribution of travel information to stakeholders. Coordinate the creation of movement data files and oversee Movements staff members as they compile and analyze descriptive statistics. Certify and handle the processing of vendor-incurred costs.  
  6. Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines and that they are dispatching travel documents and coordinating exit permits and travel documents in a timely manner. Coordinate the preparation of regular data mining reports on MiMOSA; advise management on possible issues which need attention and suggest corrective actions.  
  7. With the support of Sr. Movement Operations Manager, liaise with airlines on a regular basis and represent the best interest of beneficiaries and clients for competitive fares with the most direct routing. Under the guidance of Sr. Movement Operations Manager, liaise with other teams and units in IOM Turkiye and with external partners such as government authorities, relevant embassies and the United Nations High Commissioner for Refugees (UNHCR). Provide regular feedback on work being accomplished to the [Sr. Movement Operations Manager and keep them informed of issues that arise.
  8. Coordinate 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). Work with RMM to ensure Movement Operations staff are adequately trained to work with at-risk and sensitive cases.
  9. Coordinate quality assurance procedures, ensuring checks are being regularly undertaken by staff members and incident reports are being submitted to and responded to in an efficient manner. Prepare statistics and report regularly to the Sr. Movement Operations Manager on relevant activities. Work to streamline how reports are prepared and presented in order to improve services and ensure data on all procedures is compiled, summarized and presented in a timely manner.
  10. Demonstrate a comprehensive understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), 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). 
  11. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Sr. Movement Operations Manager or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
  12. Perform such other duties as may be assigned.

 

Required Qualifications:

 

Education:

  • High School diploma with seven years of relevant experience; or,
  • Bachelor’s degree in a related field from an accredited academic institution with five years of relevant professional experience.

 

Experience:

  • Prior Movement Operations experience, transportation-related and/or management experience a strong advantage
  • Knowledge of IOM's administrative, financial and business rules and practices is desirable
  • 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:

  • Fluency in English and Turkish is required.
  • Working knowledge of Arabic, Farsi and German is advantageous.

 

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

  • Inclusion and respect for diversity:

Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.

• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.

• Promotes the benefits of diversity; values diverse points of view and demonstrates this in daily work and decision making.

• Challenges prejudice, biases and intolerance in the workplace.

  • Integrity and transparency:

Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.

• Delivers on commitments; manages the organization’s resources reliably and sustainably.

• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.

• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behavior.

• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

  • Professionalism:

Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.

• Seeks to raise professional standards in self and others through daily work and activities.

• Adapts quickly to change and is decisive and versatile in face of uncertainty.

• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.

• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

 

Core Competencies – behavioral indicators level 2

  • Teamwork:

• Fosters a sense of team spirit by developing a shared understanding, accountability, and enthusiasm for the team’s work.

• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.

• Shares credit for team accomplishments and ensures that the contribution of others is recognized.

• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

  • Delivering results:

•Produces high-quality results and workable solutions that meet clients’ needs.

• Anticipates constraints, identifies solutions, and takes responsibility for addressing critical situations.

• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.

• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

  • Managing and sharing knowledge:

 •Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.

• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.

• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.

• Contributes to an environment that is conducive to innovation and learning.

  • Accountability:

• Proactively seeks responsibility in delivering towards the goals of the Organization.

• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.

• Stands by the actions of team or department, publicly accepting ownership.

• Takes responsibility of own shortcomings and those of the work unit, where applicable

  • Communication:

•Speaks and writes clearly and effectively.

• Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.

• Listens and seeks to understand without bias and responds appropriately.

• Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.

 

Managerial Competencies – behavioral indicators level 2

  • Leadership:

• Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.

• Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.

• Takes sound and timely managerial decisions that are consistent with the Organization's vision and purpose.

• Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.

 

  • Empowering others and building trust:

•Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.

• Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.

• Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.

• Gives proper credit to others, shows appreciation and rewards achievement and effort.

 

  • Strategic thinking and vision:

•Aligns own actions to the Organization’s vision, values, and mandate.

• Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.

• Identifies key issues/priorities in complex situations and how they may be related to one another.

             • Clearly communicates links between the Organization’s strategy and the work unit’s goals.

 

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, accreditation, any residency or visa requirements, and security clearances.

 

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.

 

This is a local position and applications from candidates for non-Turkish citizens holding a valid

residence permit residing in Türkiye might be considered.

 

How to Apply:

Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to iomtrjobs@iom.int or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sok. No:24 06610, Çankaya, Ankara Türkiye by the end of 22 July 2024.

 

Please note that only shortlisted candidates will be contacted.

APPLICATION
Referans code : VN#TR/2024/133
E-posta : iomtrjobs@iom.int
Please send your application to the email address with reference code.




Source : gelbasla.com