Operations Assistant (Data Processing) (Ref: VN#TR/2021/213)

IOM Ankara
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İlan Detayları

Vacancy Notice Number:

VN#TR/2021/213

Position Title:

Operations Assistant (Data Processing)

Duty Station:

Ankara - Turkey

Classification:

One Year Fixed Term Graded Contract (G5)– with possible extension

Deadline of Applications:

05 October 2021

Number of People to be hired

1

Eligibility:

Internal & External Candidates

 

 

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. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations Units in various IOM Country Offices, coordinated under the Division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters (HQ), 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.

 

Context

Under the overall supervision of the Movements Operations Officer and the direct supervision of Senior Operations Assistant, the Operations Assistant (Data Processing) is responsible for undertaking data processing activities, with the following duties and responsibilities:

 

 

Major Duties and Responsibilities:

 

  1. Record demographic and biographic information in MiMOSA upon receipt of the request for travel while confirming receipt to third parties, such as an Embassy or Resettlement Support Center (RSC) and notify the Senior Operations Assistant of the receipt of new requests for travel assistance.
  2. Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
  3. Process Exit Permits in close coordination with supervisors and other IOM colleagues and relevant authorities.
  4. Ensure the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance with exit processes closely coordinated.
  5. Prepare all travel-ready documentation for transfer to Field Support colleagues in collaboration and coordination with supervisors while ensuring the IOM Travel Bag has all necessary documentation for concerned individuals to depart the country.  
  6. Prepare reports as requested on the receipt of documentation to time of service delivery; inform supervisors on possible issues which need attention and suggest corrective actions. Report any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
  7. Assist in preparing regular data mining reports to ensure that MiMOSA is up-to-date, accurate and maintains the integrity of relevant Movement Operations Projects.
  8. Provide regular feedback on work being accomplished to Senior Operations Assistant and keep supervisors immediately informed of any issues that arise.
  9. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases, 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 instructions on the prevention of sexual exploitation and abuse (PSEA.)
  10. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
  11. Perform such other duties as may be assigned.

 

 

 

Required Qualifications:

 

Education & Experience:

  • Completed secondary [high school] education required and five years of relevant working experience; three years of working experience with a 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:

  • Fluency in English is required.
  • Working knowledge of Arabic 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 demonstrate 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 behaviour.

• 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 – behavioural indicators level 1

 

  • Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.

• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.

• Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.

• Coordinates own work with that of the team to meet agreed priorities and deadlines.

 

  • Delivering Results:

•Produces quality results and provides quality services to clients.

• Meets goals and timelines for delivery of products or services.

• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.

• Shows understanding of own role and responsibilities in relation to expected results.

 

  • Managing and sharing knowledge:

•Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.

• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.

• Puts new learning into practice and draws on diverse sources of ideas and inspiration.

• Contributes to the identification of improvements to work processes and assists in implementing them.

 

  • Accountability:

•Accepts personal responsibility for quality and timeliness of work.

• Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.

• Operates in compliance with organizational regulations and rules.

• Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

 

  • Communication:

•Presents information using language and sequence of ideas that is easy for recipients to understand.

• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.

• Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.

• Listens carefully and genuinely to the views and positions of others; acts on received information.

 

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.

 

Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Turkey will 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  or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sok. No:24  06610, Çankaya, Ankara Turkey by the end of 05 October 2021.

 

Please note that only shortlisted candidates will be contacted.

IOM

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.
With 165 member states, a further 8 states holding observer status and offices in over 100 countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.
The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
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