INTERNATIONAL ORGANIZATION FOR MIGRATION JOB VACANCIES 2024
Open to Internal and External Candidates
- Reference No: SVN/ID10/2024/007
- Position Title: Senior Operations Assistant (Movement & Data Processing)
- Duty Station: Jakarta
- Organization Unit: Resettlement & Movement Operations
- Classification: G-6
- Type of Appointment: Special Short-Term Contract
- Report to: Programme Officer (Movement Operations And AVRR)
- Estimated Start Date: As soon as possible
- Closing Date: 19 January 2024
Context:
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.
Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking Labour Migration/Labour Mobility and Social Inclusion (CT-LM/LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance and Resettlement and Voluntary Returns.
The Resettlement and Movement Management Division (RMM) oversights Movement Management components in all IOM operations. RMM is responsible for implementing various types of resettlement activities and support to all IOM movement operations – inclusive of maritime, air, and land movements to ensure a range of humanitarian solutions and effective migration. RMM sets the policy, programmatic and resource management aspect of the Organization’s involvement in the areas of Humanitarian Movement Assistance, providing direction, guidance and support to the Organization’s field managers of movement and resettlement programmes.
Under the general supervision of the Programme Officer (Movement Operations And AVRR), the direct supervision of The National movement operations manager, the Senior Operations Assistant (Movement and Data Processing), is responsible for the following duties and responsibilities.
Responsibilities and Accountabilities
- Oversee up to a total of eight staff members who are undertaking movements and data processing activities, including coordinating, scheduling and booking travel, distributing advance booking notifications (ABNS), and issuing updates on domestic flights, cancellations and departure notifications; or data processing activities, including recording demographic and biographic information in mimosa, confirming receipt to third parties, and managing, securing, and accounting for travel documents in accordance with the local standard operating procedures (sops). Support staff development processes such as 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.
- Oversee the organization and completion of all bookings by movements’ staff members in a timely manner and in accordance with the handbook of IOM tariffs (hit).
- Ensure compliance with program-specific sops for different migrant types and other modes of travel by air, land or sea.
- Distribute information to internal and external stakeholders.
- Oversee the creation of movement data files, by ABN, for all individuals in accordance with SOPs. Oversee movements staff members as they compile and analyze descriptive statistics, using i-gator to capture costs and prepare travel loan paperwork as specified in sops and in accordance with host government’s procedures.
- Ensure data processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines, that they are taking all necessary measures to guarantee limited access to physical files, and that they are dispatching travel documents and coordinating exit permits in a timely manner. Ensure the travel bag has all necessary documentation to depart the country.
- Oversee data processing staff members as they process exit permits and travel documents in close coordination with supervisors and other IOM colleagues; this may include direct communication with beneficiaries in relation to requesting them to submit required documentation in accordance with sops.
- Oversee the preparation of data processing reports on the receipt of documentation to time of service delivery, as well as regular data mining reports confirming mimosa is up-to-date and accurate; advise management on possible issues which need attention and suggest corrective actions. Report specifically to management on any problems encountered like denials of exit permits, the reasons for such denials and possible solutions.
- Oversee pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed and identity and document verification prior to the distribution of travel documentation to departing individuals. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed, including overseeing the coordination of escorts.
- Under the close supervision of national movement operations manager, liaise as needed with other teams and units in IOM indonesia and with external partners such as airport and government authorities, the us embassy and The United Nations High Commissioner For Refugees (UNHCR). Provide regular feedback on work being accomplished to the national movement operations manager and keep supervisors immediately informed of any issues that arise.
- 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).
- Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert national movement operations manager 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 four years of working experience.
- Completed secondary education with six years of relevant working experience.
Experience
- Prior Movement Operations, transportation-related and/or management experience a strong advantage.
Skills
- 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
IOM’s official languages are English, French, and Spanish.
For this position, fluency in English and Bahasa Indonesia is required (oral and written).
Competencies
The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five 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 1
- 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.
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, verification of Education certificate and security clearances.
IOM applies local United Nations Salary Scale.
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
- Cover letter, clearly specify suitability and availability date, followed by your updated curriculum vitae / resume.
- Complete Candidate Profile in Oracle including three referees (preferably former direct supervisors).
Please submit your application through . The deadline for applications is 19 January 2024. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.
Only applicant who meets the above qualification will be considered