Operations Assistant

Under the general supervision of the Director, Coordination Office for the Mediterranean, Chief of Mission in Italy and Malta and Representative to the Holy See, and the direct supervision of the Project Manager, the incumbent will perform the duties listed below as Operations Assistant within the Assisted Movements (Resettlement, Relocation) and Integration Department.

Core Functions / Responsibilities:

• ​​Meet the asylum seekers and assist them through the departure and check-in procedures, at the Border Police checkpoints, taking care of all the accompanying documentation, in close coordination with the rest of the Relocation/Resettlement Teams;
• ​Give pre-departure information sessions together with cultural mediators and organize capacity building for cultural mediators;
• ​Deal with possible unforeseen events (i.e. no-shows, flight delays, cancellation, etc.) in an efficient, timely manner, seeking possible solutions/alternatives in close cooperation with the relevant colleagues;
• Organize all necessary internal movements to ensure asylum seekers/relocation beneficiaries have access to pre-departure activities, including health assessments for relocation/resettlement;
• ​Coordinate with protection assistant on any vulnerable cases that would require special assistance;
• ​Aid the protection team in counter trafficking initiatives, such as preparation of consultations, training sessions to external stakeholders and general support for projects;
• ​Timely input in the dedicated project’s database all data pertaining to movement related activities; this will involve use of MiMOSA;
• ​Assist the Administration and Finance Unit in all aspects related to procurement, payments and liaising with suppliers;
• ​Assist IOM staff travelling on duty in the procurement of tickets and compilation of necessary documentation pre and post travel;
• ​Escort relocating groups to countries of relocation when necessary;
• ​Perform any other duty as it may be required.

Required Qualifications and Experience:

Education

• University degree with two years of experience or;
• High school diploma and at least four years of relevant experience.

Experience

• ​​​​Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• ​Experience in offering direct assistance and counselling to migrant communities in Malta, especially vulnerable groups;
• ​Familiar with direct assistance of migrants as well as liaison with service providers, Airport staff, and Border Police.

Skills

• ​​​Use of MiMOSA and other IOM internal systems;
• ​Interpersonal skills;
• ​Intercultural communication skills;
• ​Excellent organisational skills;
• ​Migration realities in the Mediterranean.

Languages

• Fluency in ​English​ is required (oral and written);
• Knowledge of ​​French, Arabic, Maltese ​is an asset.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

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.

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

Competencies will be assessed during a competency-based interview.

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. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

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