National Associate Movement Operations Officer, IOM Moldova

Vacancy Notice 2024-04 

Open to Internal and External Candidates 

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. 

IOM is committed to a diverse and inclusive environment. Well qualified candidates, particularly women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV are particularly encouraged to apply.

Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context: 

Under the general supervision of the ​Chief of Mission​ and the direct supervision of ​Deputy Head of Operations​, the ​National Associate Movement Operations Officer​ ​Moldova​, is responsible for supervising all movement operations activities in ​Moldova​, with the following duties and responsibilities. 

Core Functions / Responsibilities:  

1. Oversee up to three teams of staff members who are undertaking movement operations activities in ​Moldova​, including activities related to field support, movements, data processing and compliance. Support staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of activities. 

2. Oversee the efficient and effective management of airport services for arriving and departing individuals, including in relation to documentation, luggage, escorts and special services. Ensure staff deliver the highest quality service, interact appropriately with airport and government officials and handle urgent issues as they occur. Monitor the work schedule, validate hours and process relevant financial paperwork in coordination with the IOM finance department.  

3. Oversee staff as they assist individuals at transit centers or third-party facilities. Monitor the weekly shift schedule, ensuring coverage is adequate to maintain a professional, safe, secure and clean environment; address issues as they arise and continually seek ways in which IOM can improve services. For third party facilities, regularly conduct checks to ensure accommodation is up to IOM standards. Manage assets and inventories, process financial paperwork, supervise quality control of vendors, and manage the transit center vehicles and related schedules, staff and paperwork, if relevant.      

4. Ensure interpretation services are coordinated for individuals at the airport, in transit centers, camps, consolidation points and third-party facilities or during transport by air, ground or water, handling financial paperwork related to interpretation services as needed. Supervise the coordination of transportation from consolidation points, transit centers and third-party facilities, ensuring service providers meet IOM standards. Oversee pre-departure counselling on pre-embarkation procedures and special needs, such as meals, medication, wheelchairs and medical conditions. 

5. Oversee the completion of all bookings by Movements staff members in accordance with the Handbook of IOM Tariffs (HIT). Ensure compliance with program-specific SOPs and supervise the distribution of travel information to stakeholders. Oversee the creation of movement data files and oversee Movements staff members as they compile and analyze descriptive statistics. Certify and handle the processing of vendor-incurred costs.   

6. Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines and that they are dispatching travel documents and coordinating exit permits and travel documents in a timely manner. Oversee the preparation of regular data mining reports on MiMOSA; advise management on possible issues which need attention and suggest corrective actions. 

7. Ensure compliance activities related to project monitoring and evaluation, training, youth services, project reporting, project support and protection are being carried out efficiently and effectively by the Operations Specialist, Compliance and that they are reporting regularly on the work being accomplished, particularly in relation to training of Movement Operations staff members and youth service activities at IOM transit centers.   

8. Liaise with airlines on a regular basis and represent the best interest of beneficiaries and clients for competitive fares with the most direct routing. Liaise with other teams and units in IOM ​Moldova​ and with external partners such as government authorities, relevant embassies and the United Nations High Commissioner for Refugees (UNHCR). As needed, represent IOM at partner meetings and conferences. 

9. Supervise 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. 

10. Supervise quality assurance procedures, ensuring checks are being regularly undertaken by staff members and incident reports are being submitted to and responded to in an efficient manner. Prepare statistics and report regularly to the ​Deputy Head of Operations​ on relevant activities. Work to streamline how reports are prepared and presented in order to improve services and ensure data on all procedures is compiled, summarized and presented in a timely manner. 

11. Demonstrate a comprehensive understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including I GATOR, 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).  

12. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert ​Deputy Head of Operations​  or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners. 

13. Perform such other duties as may be assigned. 

Required Qualifications and Experience  

Education:  

•    Two years of working experience with a Bachelor’s degree. 
•    No years of working experience with Master’s degree. 

Experience:  

•   Prior Movement Operations, transportation-related and/or management experience a strong advantage. 
•  Knowledge of IOM's administrative, financial and business rules and practices is desirable. 

Skills:   

•  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:  

For this position, fluency in English and Romanian is required (oral and written).   Working knowledge of Russian is an advantage.     

Required Competencies  

The successful candidate is expected to demonstrate the following values and competencies:  

Values - all IOM staff members must abide by and demonstrate these three 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.  
• Courage: Demonstrates willingness to take a stand on issues of importance. 
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. 
   

Core Competencies – behavioural indicators (Level 1)  

• 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.  

Managerial Competencies – behavioural indicators   

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential. 
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential. 
• Building trust: Promotes shared values and creates an atmosphere of trust and honesty. 
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction. 
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Other 

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

Internals of the Organization and NMS candidates will be considered as first-tier candidates. This vacancy is also open to second-tier candidates. 

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances, and a valid COVID certification. 

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 applicants are invited to send the https://civic.md/userfiles/attachments/14191/IOM_Personal_History_Form.xls and cover letter in English to: hrchisinau@iom.int  

Please, indicate the position you are applying for and reference code in the subject line of your message. 

Closing date for applications is 23 February 2024. 

In order for an application to be considered valid, IOM only accepts the applications duly completed. 

Only shortlisted candidates will be contacted.  

Posting period: 

From 09.02.2024 to 23.02.2024