Operations Assistant - Ottawa, Canada - IOM Ottawa

Description

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I. Position Information_

• Position title: Operations Assistant (Movement Coordination)
• Position grade: G5
• Duty station: Ottawa, Canada (Country Office)
• Reports directly to: National Operations Officer (Movement Coordination)

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II. Organizational Context and Scope_

Under the direct supervision of the National Operations Officer (Movement Coordination) in IOM Ottawa and the overall supervision of the Head of Office in IOM Ottawa, the Operations Assistant will be responsible for providing the overall support of the operations and movement activities of IOM Ottawa.

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III. Responsibilities and Accountabilities_

• Undertake activities such as daily/weekly arrival checks with Service Providers at Canadian Ports of Entries, reviewing and tracking movement notifications (ABNs, etc.), liaising with sponsors and guardians, and other related operational tasks.
• Carry out and assist in various travel operations such as verification of travel documents, assistance with travel formalities, ensuring individuals with special needs or equipment receive appropriate support, etc.
• Review of Notifications of Arrivals distributed by Immigration, Refugees, and Citizenship Canada (IRCC) to ensure consistency with IOM information by identifying and addressing all discrepancies.
• Handle requests and communications from sponsors and guardians of family reunification cases who contact IOM Ottawa as assigned. Coordinate with sending and receiving IOM missions and IRCC on assigned cases.
• Respond to routine information requests, inquiries, and issues; coordinate with Senior Operations Assistants any and all complex issues and inquiries.
• Assist in compiling and analyzing general information and data on specific operations topics, highlighting noteworthy issues for the consideration of the Senior Operations Assistants and unit supervisors.
• Assist in carrying out the review of data entry on tracking spreadsheets and internal statistical reports by verifying the formulas, formatting, etc.
• Assist in the coordination of domestic travel arrangements and movements with other projects as well as other units within the IOM Ottawa office.
• Provide general assistance in miscellaneous projects and initiatives within the IOM Ottawa office.
• Alert the unit supervisors or management of any noncompliance to SOPs or codes of conduct by IOM staff members or partners.
• Undertake duty travel, if required, and assist as Operational Escort when needed.
• Perform such other duties as may be assigned by supervisors.

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IV. Required Qualifications and Experience_

• Education_
• High School diploma with five years of relevant professional experience and demonstrated interest in issues related to immigration and resettlement or,
• Bachelor's degree with three years of relevant professional experience and a demonstrated interested in the above issues.
• Experience_
• Experience in working with people from different educational and cultural backgrounds.
• Experience related to immigration and resettlement within the Canadian context and previous experience with IOM or other UN agencies are advantageous.
• Skills_
• Knowledge and skills in spreadsheets and data analysis.
• Good writing and editing skills; demonstrated ability to work effectively with a variety of clients and stakeholders.
• Languages_
• Required: Fluency in English and French (oral and written).
• Desirable: Working knowledge of other languages.

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V. Competencies_

The incumbent 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 daytoday challenges.
• Core Competencies_ behavioural indicators _level 2_
• 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 serviceoriented 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.

Job Types:
Full-time, Fixed term contract

Contract length: 9 months


Salary:
From $58,470.00 per year


Benefits:

• Casual dress
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