Operations Associate At International Organization for Migration

Core Functions / Responsibilities:

“The candidates must have a work authorization in the US”

1. Assist the National Associate Operations Officer, POE LAX in planning and coordinating the efficient and effective functioning of the POE, including ensuring: proper staffing levels are in place through hiring, training and providing feedback; arriving flights and transits are handled in an appropriate manner; records are updated according to Standard Operating Procedures (SOPs); working schedules are prepared and working time counted on a monthly basis for submission to IOM NY HR payroll processing; the POE has adequate supplies; and along with the National Associate Operations Officer, that staff ID records are maintained per the regulations set forth by the Transportation Security Administrative (TSA), US Customs and Border Protection (CBP) and local airport authorities.
2. In the absence of the National Associate Operations Officer, POE LAX, manage daily POE tasks, including overseeing work in flight management, movements, administrative support and compliance, signing necessary paperwork, coordinating with partners and IOM NY, and participating in partner meetings. Alert the National Associate Operations Officer, POE LAX, or National Operations Coordinator, US POEs, of any issues that arise.
3. Supervise up to two teams of POE LAX staff members undertaking activities in an assigned area or areas in flight management. Oversee 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.
4. Oversee staff members as they provide quality assistance to arriving and transiting individuals. Ensure teams notify IOM NY Operations and relevant agencies of re-bookings, incident reports, emergencies and other flight changes, coordinate ground transportation and hotel accommodation in an efficient manner, prepare, process and submit necessary paperwork, monitor and answer emails, and update relevant systems as needed. Liaise with the IOM NY Medical Department on incoming escorts, special medical projects and cases requiring immediate assistance; provide after-hours support to service providers, NY Operations and the NY Medical Department; and serve as a ground transportation and hotels contact.
5. Oversee quality assurance checks of POE-relevant data, ensuring Senior Operations Assistants and Focal Points are undertaking regular quality assurance checks to ensure POE-related data is in line with SOPs.
6. Liaise with other teams and units in US POEs and IOM NY, including IT in relation to the maintenance of resources, and with external partners such as the Department of Homeland Security (DHS), CBP, the Center for Disease Control (CDC), TSA, airlines, service providers and airport authorities. Communicate with the local POE federal authorities regarding flight schedules, rules and regulations, and procedural changes; liaise with local partners, such as airlines and service providers, to ensure a positive working relationship and open communication about issues and solutions.
7. Oversee 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). Ensure staff members receive the appropriate training on working with at-risk and sensitive cases and mainstream prevention of sexual exploitation and abuse (PSEA) through the awareness and training sessions for POE personnel and service-providers.
8. Working closely with the Senior Operations Assistants, Flight Management, and the Operations Focal Points, Flight Management, prepare, submit and respond to incident reports related to flights and transits. Communicate promptly with the National Associate Operations Officer, POE LAX or, in their absence, with the National Operations Coordinator, US POEs, about all incidents that occur and suggest methods of improving service when needed.
9. Prepare statistics and report regularly to the National Associate Operations Officer and National Operations Coordinator on relevant activities, problems and solutions related to POE activities. Help ensure data on post-arrival procedures is compiled, summarized and presented by POE staff members, including arrival notifications, transit confirmations and movement statuses.
10. Provide training to staff members to ensure they are undertaking their duties and handling related paperwork in an accurate and efficient manner.
11. Undertake duty travel as needed to participate in POE-related meetings or training sessions, or, if needed, to escort individuals transiting to their final destination.
12. Demonstrate a comprehensive understanding of the USRAP, SOPs and RMI, as well as the ability to remain professional, impartial and unbiased during all interactions with refugees, SIV-holders, colleagues and partners per the IOM Code of Conduct and instruction on PSEA. Develop and revise SOPs as needed.
13. Maintain and promote the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert POE management of any non-compliance to SOPs or codes of conduct by POE staff members or partners.
14. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Completed secondary education required

• Seven years of working experience with secondary education; five years of working experience with Bachelor’s degree

Experience

• Past POE experience a strong advantage

• Ability to use own initiative and work under pressure with minimum supervision

Skills

• Excellent computer skills – Word, Excel and Internet

• Strong interpersonal and communication skills

• Attention to detail and ability to organize

• Self-motivated and objective driven

Languages

Fluency in English.

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: maintain 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: work strategically to realize the Organization’s goals and communicates a clear strategic direction.