Operations Assistants (Field Support) at IOM – 2 Posts
Operations Assistants (Field Support) at IOM – 2 Posts
Kigoma
The International Organization for Migration
POST DESCRIPTION
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I. POSITION INFORMATION
SVN IOM/KSU/004/2023
Position title Operations Assistant (Field Support)-2 Positions
Position grade G-4
Duty station Kasulu/Makere, United Republic of Tanzania
Durations 6 Months with possibility of extension
Position number To be created
Job family Operations
Organizational unit Movement Operations
Reports directly to Senior Operations Assistant (Field Support)
Overall Supervised by Movement Nationals Associate Operations Officer
II. ORGANIZATIONAL CONTEXT AND SCOPE
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 departments in various IOM missions, coordinated
under the division of Resettlement and Movement Management (RMM) in the
Department of Operations and Emergencies (DOE) 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
Context
Under the general supervision of the National Associate Operations Officer and the direct supervision of Senior Operations Assistant (Field Support), the Operations Assistant (Field Support) is responsible for undertaking movement operations activities in the field, with the following duties and responsibilities:
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III. RESPONSIBILITIES AND ACCOUNTABILITIES
The selected candidate will be responsible for the following duties and tasks:
1. Undertake field support activities in an assigned area or areas, such as at an airport, transit center, third-party facility, camp-based operation or sub-office, or in relation to transportation.
2. Perform airport services, such as providing custodial care of travel documentation; verifying identities and documentation, including exit permissions, visas, tickets and other items in the travel bag; assisting with airport formalities, including flight arrivals, curb-side assistance, check-in, luggage formalities, immigration procedures, security screening systems and customs clearance; escorting arriving individuals to ground transportation and departing individuals to their gates; visually confirming flights have
departed; ensuring individuals with special needs or equipment receive appropriate support; and, as needed, sending notifications using relevant systems.
3. Assist individuals at transit centers or third-party facilities, including upon arrival with sign-in, verification of identity, orientation, food and non-food items and room assignments; during their stay with food and non-food items, instructions, briefings, activities and resolution of issues; and upon departure for medical appointments, return travel or onward travel with briefings, luggage support and transition to transportation. Enter and update relevant data in the appropriate systems and ensure vulnerable individuals are assisted in a manner that ensures their safety, security and comfort; report all issues immediately to the appropriate supervisor(s).
4. Provide assistance at transit centers and third-party facilities for extended periods of up to 12 hours and during overnight periods, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise.
5. Assist in the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Assist with baggage sorting, tagging and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.
6. Provide selection mission support, exit permit support and/or interpretation services for individuals at the airport, in transit centers, camps, consolidation points and third-party facilities or during transport by air, ground or water.
7. Provide regular feedback on work being accomplished to the Operations Assistant (Team Leader) and/or supervisors and team members and keep supervisors immediately informed of any issues requiring their attention.
8. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations Assistant (Team Leader) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
9. Perform such other duties as may be assigned
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IV. REQUIRED QUALIFICATIONS AND EXPERIENCE
Education:
- Four years of working experience with high school diploma in related field.
- Two years of working experience with a bachelor’s degree in related field.
SKILLS
- Good knowledge of Word, Excel and Internet.
- Strong interpersonal and communication skills.
V. LANGUAGES
- Fluency in English and Kiswahili is required Working knowledge of French, Spanish,
Portuguese is desirable.
VI. COMPETENCIES1
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: 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 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.
OTHER:
The UN system in Tanzania provides a work environment that reflects
the values of gender equality, teamwork, diversity, integrity, a healthy
balance of work and life and equal opportunities for all, including
persons with disability.
Female candidates and qualified persons with disabilities are encouraged
to apply for UN vacancies and are protected from discrimination during
all stages of employment.
NO FEES:
IOM does not charge a fee at any stage of its recruitment process
(application, interview, processing, training, or other fee). IOM does
not request any information related to bank accounts.
HOW TO APPLY:
Interested candidates should fill in the PH form, submit CV’s and cover letter indicating Vacancy Number with 3 professional references and contacts to email address: tzvacancy@iom.int
The vacancy is open for both internal and external Tanzanian nationals only. Only e-mail applications will be considered
Admin/Finance Assistant at IOM
Dar es Salaam
IOM – The International Organization for Migration
POSITION INFORMATION
SVN IOM/DSM/003/2023
Position title Admin/Finance Assistant (1 Position)
Position grade G-5
Duty station Dar es Salaam, United Republic of Tanzania
Durations 6 Months with possibility of extension
Position number N/A
Job family Support Unit
Organizational unit Resource Management Unit
Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? Country Office
Reports directly to Resource Management Officer – in Dar es Salaam
Number of Direct Reports 0
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ORGANIZATIONAL CONTEXT AND SCOPE
Under the overall supervision of the Chief of Mission (CoM) and
direct supervision of the Resources Management Officer (RMO), the
Admin/Finance Assistant is responsible for providing daily financial and
administrative assistance, in particular.
he/she will be responsible for:
RESPONSIBILITIES AND ACCOUNTABILITIES
1. Verify invoices and documents submitted by suppliers and service providers.
2. Ensure all supporting documentation and signatures are obtained before finalizing vouchers.
3. After obtaining appropriate approvals, effect payments to suppliers and staff members.
4. Ensure all payments are paid in a timely manner.
5. Responsible for the preparation of monthly accounting reports and the attachments of supporting documents for the review and certification by RMO.
6. Reconcile on a monthly basis all pending vendor accounts.
7. Ensure that the bank reconciliation of the various bank accounts and IOM accounts and databases is done in timely accurately.
8. According to the projectization process of IOM, distribute the office costs and verify staff.
9. Ensure files of all financial instructions/guidelines issued are maintained and appropriate internal controls are in place.
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10. Assist with the maintenance of an effective banking system including preparing a monthly bank reconciliation.
11. Maintain a filing system for vouchers and all other financial documentation.
12. Maintain the petty cash account of the Dar es salaam Office in the absence of Finance Assistant.
13. Provide Daily Assistance to supervisor in ensuring proper internal controls of finance are in place.
14. Liaise with IOM Tanzania staff in the Sub Office and main offices in daily execution of the payments and increasing of efficiency of program implementation.
15. Coordinate all accounting issues with other colleagues in the Finance Dept.
16. Prepare monthly funding requests for the office.
17. Bring to the attention of the RMO any relevant financial and budgetary issues.
18. Suggest improvements to internal controls and streamlining/efficiencies.
19. Provide guidance and training to new junior staff.
20. Perform such other duties as may be assigned.
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REQUIRED QUALIFICATIONS AND EXPERIENCE
EDUCATION
- Holder of a Secondary School Diploma, with 5 years’ working experience in accounting and finance;
OR - University degree in accounting, finance, or related field with 3 years of relevant professional experience in similar field
EXPERIENCE
- Previous work experience with an international organization and NGOs dealing with refugees would be a strong advantage.
- Time Management and planning for accounting cycles.
- Able to set up internal record tracking.
- Ability to work under pressure and meet deadline.
- Ability to work under pressure and meet deadlines.
- Ability to work effectively and harmoniously with a team of colleagues.
SKILLS
- Excellent level of computer literacy word, excel and internet and good knowledge of SAP is an advantage.
LANGUAGES
- Fluency in English and Kiswahili is required (oral and written).
- Working knowledge of Arabic, French and/or Spanish is advantage.
COMPETENCIES
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 of 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.
OTHER:
The UN system in Tanzania provides a work environment that reflects the values of gender equality, teamwork, diversity, integrity, a healthy balance of work and life and equal opportunities for all, including persons with disability.
Female candidates and qualified persons with disabilities are encouraged to apply for UN vacancies and are protected from discrimination during all stages of employment.
NO FEES:
IOM does not charge a fee at any stage of its recruitment process
(application, interview, processing, training, or other fee). IOM does not request any information related to bank accounts.
Read Also:
HOW TO APPLY:
Interested candidates should fill in the PH form, submit CV’s and cover letter indicating Vacancy Number with 3 professional references and contacts to email address: tzvacancy@iom.int
The vacancy is open for both internal and external Tanzanian nationals only. Only e-mail applications will be considered.
