International Organization for Migration Operations Assistant (Transit Centre) Job in Nairobi, Kenya

International Organization for Migration (IOM) 

Notice No. IOMKE/SVN/054/2015
 

Position title: Operations Assistant – Transit Centre
 

Position grade: G4/01
 

Duty station: Nairobi, Kenya

Seniority band: Band IV
 

Job family: Core Migration
 

Organizational unit: Operations (Transit Centre)

Position rated: Yes
 

 

Reporting directly to: Operations Officer
 

Overall supervision by: Head of Operations
 

Contract Duration: 6 months with possibility of extension

II. Organizational Context and Scope
 

The International Organization for Migration (IOM) is committed to the principle that
humane and orderly migration benefits migrants and society. 

As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants.

In Kenya, IOM has since significantly diversified its programming since 2005. IOM currently implements interventions within the areas of emergency and post-conflict response, preparedness and response, disaster risk reduction, livelihoods, healthcare and psychosocial assistance, assisted voluntary return of migrants, immigration and border management, migration and development, resettlement and repatriation, family reunification, counter human trafficking, assistance to vulnerable migrants, and labour migration. 

III. Responsibilities and Accountabilities
 

Under the overall supervision of the Head of Operations in Nairobi, and under the direct supervision of the Operations Officer, and in close coordination with the relevant units in the Mission including Migration Health Department, Admin and Finance; the incumbent will be responsible for the registration of new TC guests/residents, inspection of luggage and transport, boarding of refugees from Transit Centre to Airport and attend to the accommodation needs of the refugees.

The incumbent will perform the following duties and responsibilities:-

• Understand and implement the IOM Transit Center Standard Operating Procedures in day to day work.


• Prepare for beneficiary arrivals to the Transit Center by reviewing Advanced Booking Notifications (ABN) and correspondence from Operations and Medical colleagues.


• Welcome and orientate beneficiary arrivals to the Transit Center, prepare and complete accommodation forms and identify any special needs of the beneficiary.


• Update the Transit Center database to reflect refugee arrivals, needs, activities and departures.


• Search beneficiary luggage to ensure that only sanctioned items are carried by IOM passengers on domestic and international flights.


• Assist in the tagging, weighing and loading of beneficiary luggage.


• Work closely with IOM JKIA Airport staff to ensure that all movements take place smoothly, punctually and without incident.


• Coordinate visiting missions to the Transit Center; ensuring rooms/IT equipment/programming needs are met, Schedule and contact beneficiaries as applicable.


• Occupy and run the Transit Center Control Center; responding to emails from other IOM Units and Partners, managing the daily work flow, managing transportation/drivers and serving as the focal point in case of incident or emergency.


• Send weekly and monthly reports on Transit Center activities; long stayers report, monthly accommodation report, incident reports.


• Liaise with the pre-departure nurse on Pre-Departure Medical Screening and Fit To Travel medical checks for all departing beneficiaries.


• Assume the following responsibilities when working overnight at the Transit Center

1. Ensure that utilities are functioning (water, electricity, security) and report any lapse in service to the Transit Center Accommodation Assistant.


2. Respond to emergencies


3. Mediate conflicts between residents


4. Assume overall responsibility of the Transit Center, residents and subcontractors


5. Creation and dissemination of the night report

• Suggest improvements to TC operational systems and processes.


• Comply with IOM policies, rules and regulations and refers non-compliance to respective supervisors for action.


• Perform any other duties that may be assigned.

IV. Competencies 

The incumbent is expected to demonstrate the following technical and behavioural competencies. 

Behavioural

Accountability

• Accepts and gives constructive criticism


• Follows all relevant procedures, process 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 client 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


• Keep 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 programmes 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 ad promotes organizational changes


• 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 evaluations

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 relating 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.

Technical

• Effectively applies knowledge of IOM policies and procedures in execution of responsibilities 

V. Education and Experience

• Completed High School certificate with Higher Diploma in Social Sciences or related field.


• Minimum four years’ work experience in camp/accommodation coordination, logistics and transport.


• At least 2 years’ working experience in assisting refugees.


• Demonstrated accuracy in handling and reporting data.


• Proficiency in computer skills, especially in MS Office (Excel, Access, Outlook) and experience in working with online applications.


• Mature individual, with flexibility and able to work on overtime, when requested.


• Previous working experience with NGOs or international organizations is an advantage.

VI. Languages 

Required

• Excellent command of the English language (oral and written) 

Advantageous

Mode of Application
 

Submit cover letter and CV, including daytime telephone and e-mail contact to:

International Organization for Migration (IOM), 

Human Resources Department, 

P.O. Box 55040,00200, 

Nairobi, Kenya 

or send via e-mail to hrnairobi@iom.int.

Closing Date: 6th December 2015

Only Shortlisted Applicants will be contacted.

Note
 

No Fee: The International Organization for Migration (IOM) does not charge a fee at any stage of the recruitment process (application, interview meeting, process or training). IOM does not concern itself with information on applicants’ bank details.