AN NATIONAL ASSOCIATE MOVEMENT OPERATIONS OFFICER (MOVEMENTS AND DATA PROCESSING)

AN NATIONAL ASSOCIATE MOVEMENT OPERATIONS OFFICER (MOVEMENTS AND DATA PROCESSING)

5 novembre, 2019

VNML-11- 2019

Open to Internal and External Candidates

Position Title : National Associate Movement Operations Officer (Movements and Data Processing)
Duty Station : Bamako, Mali
Classification : National Officer, Grade NOA
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : November 18, 2019

   Context:  

Under the direct supervision of Chief of Mission, in close collaboration with the Associate Movement Operations Officer (Field Support) and the heads of units, the National Associate Movement Operations Officer (Movements and Data Processing) is responsible for overseeing movement and data processing activities, with the following duties and responsibilities:

 

Core Functions / Responsibilities:  

  1. Oversee up to three teams of staff members who are undertaking movement 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).
  2. Promote staff development processes by providing training, assigning duties and giving constructive feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of activities.
  3. 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. Supervise the distribution of travel information to internal and external stakeholders.
  4. 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. Certify vendor-incurred costs and verify charges for beneficiary movements; capture costs in the movement cost report, monitor cost settlement and transfer to financial accounting.
  5. 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.
  6. 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. Ensure they prepare all travel documentation required for the exit process and submit to relevant authorities for approval, following up on exit permit requests and clearances in a timely manner.
  7. 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.
  • Liaise regularly with airlines to represent the best interest of beneficiaries and clients for competitive fares with the most direct routing. Liaise with other teams and units in IOM Mali and with external partners such as government authorities, the US Embassy and the United Nations High Commissioner for Refugees (UNHCR). As needed, represent IOM at partner meetings and conferences.
  • 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 IOM is adequately training staff members on working with at-risk and sensitive cases and is mainstreaming prevention of sexual exploitation and abuse (PSEA) through the awareness and training sessions for staff and service-providers.
  • Prepare statistics and report regularly to the Chief of Mission on relevant activities, problems and solutions related to Movements and Data Processing. Work to streamline how reports are prepared and presented in order to improve services. Ensure data on all procedures is compiled, summarized and presented by staff members in a timely manner.
  • 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 Chief of Mission 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

  • Two years of working experience with bachelor’s degree; no years of working experience

with Master’s degree.

Experience

  • Experience in Movement Operations especially with IOM, is highly preferred.
    • Knowledge of Movement Operations program implementation and familiarity with IOM’s administrative, financial and business rules and practices is desirable.
    • Strong written and verbal communication skills and ability to effectively communicate with and lead a team.
    • Demonstrated proficiency with IGator, MiMOSA, SAR and Amadeus.
    • Excellent computer skills and a high level of proficiency in spreadsheet and database applications.

Languages

Thorough knowledge of English and French.

Working knowledge of any local language an advantage.

Required Competencies

Accountability

  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
  • Keeps clients informed of developments and setbacks

Continuous Learning

  • Contributes to colleagues’ learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area

Communication

  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

  • Actively seeks new ways of improving programs or services
  • Expands responsibilities while maintaining existing ones
  • Persuades others to consider new ideas
  • Proactively develops new ways to resolve problems

Leadership and Negotiation

  • Convinces others to share resources
  • Actively identifies opportunities for and promotes organizational change
  • Presents goals as shared interests
  • Articulates vision to motivate colleagues and follows through with commitments Performance Management
  • Provides constructive feedback to colleagues
  • Identifies ways for their staff to develop their abilities and careers
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures
  • Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluation

Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans
  • Adjusts priorities and plans to achieve goals
  • Allocates appropriate times and resources for own work and that of team members

Professionalism

  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group decisions
  • Takes joint responsibility for team’s work

Technological Awareness

  • Learns about developments in available technology
  • Proactively identifies and advocates for cost-efficient technology solutions
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs

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.

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.

How to apply:

Interested candidates are invited to submit their applications (CV and Cover letter) via email at [email protected] , by November 18, 2019 at the latest, referring to this advertisement.

Only shortlisted candidates will be contacted.

 

Posting period:

From 04.11.2019 to 18.11.2019