International Organization for Migration (IOM) Indonesia is looking for
Operations Assistant I according to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract SVN/ID10/2013/002
Operations Assistant (1 position)
General Service Staff, Grade 4
Jakarta
Special All Inclusive Contract for 3 (three) months with the possibility of extension.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Operations
RCA
n/a
n/a,
n/a
Reporting directly to National Operations Officer
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the direct supervision of the National Operations Officer and the overall supervision of the Deputy Chief of Mission, the Operations Assistant will be responsible in performing operations support functions.
III. Responsibilities and Accountabilities
1. In coordination with the movement team, assist National Operation Officer on implementation of transportation strategies related to the orderly movement of the mission resettlement and Assisted Voluntary return (AVR) programmes
2. Coordinate with the Medical to ensure pre-embarkation medical screening is conducted prior to the movements.
3. To ensure all data of the movements filled in orderly and making the report to the supervisor accordingly.
4. Conduct police clearance processing with the related authorities if neededand coordinate exit permit processing with the immigration Head Quarter (HQ).
5. Make sure to input all data refugees for the resettlement and the migrants for the AVR into the MiMOSA for the resettlements and the AVR movements.
6. Create and distribute the Advance Booking Notification (ABNs) and Departure Notifications to all concerns related to the movements.
7. Coordinate with hotel owners and relevant hotel staffs to ensure that accommodation for IMs are within the agreed standard. Refer to supervisors in case there are disputes between hotel owners and Irregular Migrants (IMs). Be responsible for the payments for hotels used by IMs and other service providers.
8. Coordinate with local authorities on IMs activities in the area of responsibility.
9. Coordinate with the ticketing team to ensure all pax on each movement have been booked and confirmed.
10. Assisting the supervisor to follow up Department of Immigration and Citizenship (DIAC) interview cases for filling up the DIAC forms and obtain the missing information that required.
11. Assist the movements at the airport if needed
12. Escort the movements to the final destinations if required.
13. Perform other duties as may be required.
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, 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
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
* Proactively develops new ways to resolve problems
Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests
Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
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
* Actively supports and implements final group decisions
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
Operations
* Delivers on set objectives in hardship situations
* Effectively coordinates actions with other implementing partners
Technical
a) Knowledge in assisting emergency operations activities;
b) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
c) Proficient in computer applications: Ms-Office.
V. Education and Experience
a) Diploma Degree in management, Economics, political, social science or business and counselling. A university degree in any of these fields will be highly regarded.
b) Minimum four years of experience in any of these fields, particularly in dealing with migrants and ticketing.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written.
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int and indicating the reference code above as subject.
The deadline for applications is 14 February 2013.
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract SVN/ID10/2013/002
Operations Assistant (1 position)
General Service Staff, Grade 4
Jakarta
Special All Inclusive Contract for 3 (three) months with the possibility of extension.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Operations
RCA
n/a
n/a,
n/a
Reporting directly to National Operations Officer
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0
II. Organizational Context and Scope
Under the direct supervision of the National Operations Officer and the overall supervision of the Deputy Chief of Mission, the Operations Assistant will be responsible in performing operations support functions.
III. Responsibilities and Accountabilities
1. In coordination with the movement team, assist National Operation Officer on implementation of transportation strategies related to the orderly movement of the mission resettlement and Assisted Voluntary return (AVR) programmes
2. Coordinate with the Medical to ensure pre-embarkation medical screening is conducted prior to the movements.
3. To ensure all data of the movements filled in orderly and making the report to the supervisor accordingly.
4. Conduct police clearance processing with the related authorities if neededand coordinate exit permit processing with the immigration Head Quarter (HQ).
5. Make sure to input all data refugees for the resettlement and the migrants for the AVR into the MiMOSA for the resettlements and the AVR movements.
6. Create and distribute the Advance Booking Notification (ABNs) and Departure Notifications to all concerns related to the movements.
7. Coordinate with hotel owners and relevant hotel staffs to ensure that accommodation for IMs are within the agreed standard. Refer to supervisors in case there are disputes between hotel owners and Irregular Migrants (IMs). Be responsible for the payments for hotels used by IMs and other service providers.
8. Coordinate with local authorities on IMs activities in the area of responsibility.
9. Coordinate with the ticketing team to ensure all pax on each movement have been booked and confirmed.
10. Assisting the supervisor to follow up Department of Immigration and Citizenship (DIAC) interview cases for filling up the DIAC forms and obtain the missing information that required.
11. Assist the movements at the airport if needed
12. Escort the movements to the final destinations if required.
13. Perform other duties as may be required.
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, 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
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
* Proactively develops new ways to resolve problems
Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests
Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
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
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
* Actively supports and implements final group decisions
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
Operations
* Delivers on set objectives in hardship situations
* Effectively coordinates actions with other implementing partners
Technical
a) Knowledge in assisting emergency operations activities;
b) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;
c) Proficient in computer applications: Ms-Office.
V. Education and Experience
a) Diploma Degree in management, Economics, political, social science or business and counselling. A university degree in any of these fields will be highly regarded.
b) Minimum four years of experience in any of these fields, particularly in dealing with migrants and ticketing.
VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written.
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int and indicating the reference code above as subject.
The deadline for applications is 14 February 2013.
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