Operations Assistant (AVRR) At International Organization for Migration

Under the general supervision of the Director, Coordination Office for the Mediterranean and Chief of Mission in Italy and Malta, the coordination of the Head of the Migration Management Unit (MMU) and the direct supervision of the Project Coordinator/Manager, the incumbent will be acting as Operations Assistant within the Assisted Voluntary Return and Reintegration (AVRR) project “RI.VOL.A.RE. in RE.TE.”.

.

Core Functions / Responsibilities:

• Liaise with IOM Missions in transit countries and in countries of origin to organize the provision of airport assistance to returnees during travel and upon arrival;
• Prepare payment requests to Admin/Finance Unit for pre-departure installation grants, as well as receipts of the first installment of financial contribution to be signed by returnees upon departure;
• Disburse reinstallation grant and info letter for migrants with reintegration support upon departure and provide returnees with departure assistance at the airport, in coordination with relevant local authorities;
• Prepare all relevant documentation in preparation of returnees’ travel;
• Update the IOM internal data base;
• Meet the returning migrants upon arrival to Rome when in transit and before departure;
• Organize migrants’ stay in Rome (hotel accommodation, purchase of meals, special needs, etc.) and the picking-up of travel documents at the respective Embassy/Consulate, if needed;
• Directly contact the returnees and/or the referral network staff in order to confirm migrants’ departure schedule;
• Assist with possible unforeseen events such as no-shows or departing flights delays in an efficient manner, in close cooperation with the IOM Rome’s movement section;
• Perform other tasks related to the execution of the project, as assigned by the Project Coordinator/Manager.

Required Qualifications and Experience:

Education

• Bachelor’s degree (or higher) from an accredited academic institution with 1 year of relevant professional experience;

or

• Completed High School degree with 3 years of relevant professional experience.

Experience

• ​​Experience in using data bases or online platforms;
• Experience working in a multicultural team;
• Experience in liaising with counterparts, external entities, service providers, etc;
• Experience in migration field is an advantage;
• Experience in providing direct assistance to vulnerable groups is an asset;
• Previous work experience in Airlines and travel agencies is an asset.

Skills

• Strong organizational skills and solution-oriented skills;
• Strong communication and diplomatic skills, applied in a professional environment;
• Excellent knowledge of Microsoft tools, including Excel;
• Knowledge of Amadeus or other booking platforms is an asset;
• Familiarity with administrative procedures.

Languages

• Fluency in English and Italian is required (oral and written);
• Working Knowledge of any other language would be considered an asset.

Required Competencies

The incumbent is expected to demonstrate the following values and 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.
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

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. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence and work permit for Italy will be eligible for consideration.