Operations Assistant

Job description

Under the overall supervision of the Chief of Mission (CoM) in Warsaw, Poland and direct supervision of the Field Project Coordinator, the Operations Assistant is responsible for undertaking the following duties and responsibilities:

Core Functions / Responsibilities:

• Provide Third-country nationals with information on their rights and coordinate with the Protection team on their needs;
• Coordinate with the border Operations Assistant on referrals for accommodation needs in Warsaw;
• Coordinate with the accommodation booking team;
• Organize “Meet and greet” with the beneficiaries upon arrival in the city of accommodation
• Arrange transportation to the identified accommodation;
• Plan and execute apartment monitoring visits in the designated area of responsibility;
• Record and process demographic and biographic information;
• Identify vulnerabilities of migrants and monitor that vulnerable individuals are assisted in a manner that ensures their safety, security and comfort; report all issues immediately to the appropriate supervisor(s);
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Keep supervisors immediately informed of any issues requiring their attention or any on-compliance to SOPs or codes of conduct by IOM staff members or partners;
• Undertake duty travel as requested;
• Perform such other duties as may be assigned.

Requirements

Education

• High school degree/certificate with four years of relevant work experience; or
• University degree from an accredited academic institution with two years of relevant work experience.

Experience and Skills

• Prior Movement Operations, transportation-related experience an advantage.
• Strong interpersonal and communication skills in a multi-cultural setting;
• Strong organizational, facilitation, communication, writing and presentations skills;
• Logistical, practical and sensible mindset
• Proficient in a Microsoft Office environment and office software packages;
• Knowledge of and/ or experience using relevant software tools
• Strong work ethics and commitment to humanitarian principles.

Languages

• Fluency in Ukrainian and/or Russian is required, as well as working knowledge of English and Polish. Knowledge of another language is an advantage.

Required Competencies

• IOM’s competency framework can be found at this link.

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains 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

• 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:

Type of Appointment: Special Short-Term Ungraded Contract

IOM is committed to a diverse and inclusive environment.

This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.

Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.

Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.