Асистент/ка операційного відділу/ Operations Assistant, Data Processing — Представництво МОМ в Польщі

Open to Internal and External Candidates
Position Title : Operations Assistant, Data Processing (2 positions)
VN No : PLVN23 -010
Duty Station : Warsaw, Poland
Classification : General Service Staff, Grade G5
Type of Appointment : One Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 5th March 2023

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It
does so by providing services and advice to governments and migrants.

Context:
Under the overall supervision of the Head of Operations and the direct supervision of Senior Operations Assistant (Data Processing), the Operations Assistant (Data Processing) is responsible for undertaking data processing activities, with the following duties and
responsibilities:

Core Functions / Responsibilities:
1. Record demographic and biographic information in MiMOSA upon receipt of the request for travel while confirming receipt to third parties, such as an embassy or
Resettlement Support Center (RSC) and notify the Senior Operations Assistant (Data Processing) of the receipt of new requests for travel assistance
2. Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in
accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
3. Process exit permits in close coordination with supervisors and other IOM colleagues and relevant authorities.
4. Ensure the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance with exit processes
closely coordinated.
5. Prepare all travel-ready documentation for transfer to Field Support colleagues in collaboration and coordination with supervisors while ensuring the travel bag has all necessary documentation to depart the country.
IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
6. Prepare reports as requested on the receipt of documentation to time of service delivery; inform supervisors on possible issues which need attention and suggest
corrective actions. Report any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
7. Assist in preparing regular data mining reports in order to ensure that MiMOSA is upto-date, accurate and maintains the integrity of relevant Movement Operations projects.
8. Provide regular feedback on work being accomplished to the Senior Operations Assistant (Data Processing) and keep supervisors immediately informed of any
issues that arise.
9. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases, 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.)
10. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant (Data Processing) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
11. Perform such other duties as may be assigned.
12. Prepare all travel-ready documentation for transfer to Field Support colleagues in collaboration and coordination with supervisors while ensuring the travel bag has all necessary documentation to depart the country.
13. Prepare reports as requested on the receipt of documentation to time of service delivery; inform supervisors on possible issues which need attention and suggest
corrective actions. Report any problems encountered like denials of exit permits, reasons for such denials and possible solutions.
14. Assist in preparing regular data mining reports in order to ensure that MiMOSA is upto-date, accurate and maintains the integrity of relevant Movement Operations projects.
15. Provide regular feedback on work being accomplished to the Operations Associate (Movements and Data Processing) and keep supervisors immediately informed of any issues that arise.
16. Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases, 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.)
17. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Operations Associate (Movements and Data Processing) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
18. Perform such other duties as may be assigned.

Required Qualifications and Experience Education
• Completed secondary [high school] education required and five years of relevant working experience; three years of working experience with a Bachelor’s degree;
Experience
• Prior Movement Operations or transportation experience is a strong advantage.
Other Skills
• Strong computer skills – Word, Excel and Internet; past experience with Movement Operations-related databases and systems (including MiMOSA and SAR) is a strong advantage.

Language
• For this position, fluency in English is required (oral and written).
• Working knowledge of Ukrainian, Russian and/or Polish is an advantage.
Required Values
Inclusion & respect for diversity
• Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and
orientations.
• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
• Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
• Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
• Delivers on commitments; manages the organization’s resources reliably and sustainably.
• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behavior.
• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
• Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
• Seeks to raise professional standards in self and others through daily work and activities.
• Adapts quickly to change and is decisive and versatile in face of uncertainty.
• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Required Competencies
Teamwork
• Establishes strong relationships with colleagues and partners; relates well to people at all levels.
• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
• Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
• Coordinates own work with that of the team to meet agreed priorities and deadlines
Delivering Results
• Produces quality results and provides quality services to clients.
• Meets goals and timelines for delivery of products or services.
• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Shows understanding of own role and responsibilities in relation to expected results
Managing and Sharing Knowledge
• Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
• Puts new learning into practice and draws on diverse sources of ideas and inspiration.
• Contributes to the identification of improvements to work processes and assists in implementing them
Accountability
• Accepts personal responsibility for quality and timeliness of work.
• Takes ownership of all responsibilities within own role and honors commitments to others and to the Organization.
• Operates in compliance with organizational regulations and rules.
• Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement
Communication
• Presents information using language and sequence of ideas that is easy for recipients to understand.
• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
• Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
• Listens carefully and genuinely to the views and positions of others; acts on received
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.
How to apply:
Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV to the email address [email protected] referring to this advertisement.
Closing Date: 5th March 2023
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.
Posting period:
From 21.02.2023 to 05.03.2023