Senior Operations Assistant (Field Support, Transit Center) at IOM Uganda, Kampala, Uganda

Job Description

Core Functions / Responsibilities:
1. Coordinate a team or teams of up to a total of eight staff members undertaking field activities in an
assigned area or areas, such as at an airport, transit center, third-party facility, camp-based operation
or sub-office, or in relation to transportation, including supporting 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 field
support activities.
2. Coordinate the efficient and effective management of airport services, including care and
verification of travel documentation; assistance with airport formalities; escorts for arriving and
departing individuals; ensuring individuals with special needs or equipment receive appropriate
support; and sending notifications using relevant systems. Schedule daily work for Field Support
staff, ensuring adequate coverage for all flight arrivals and departures based on advanced booking
notifications (ABNs) and onward movements, and ensure staff have adequate power and IT
availability to complete their work. Handle all urgent issues as they occur and process relevant
financial paperwork in coordination with IOM management.
3. Coordinate staff as they assist individuals at transit centers or third-party facilities throughout their
stay. Coordinate with the Operations Associate (Field Support) to maintain an organized flow of
individuals and their luggage through arrival and departure procedures at the facility; track relevant
information regarding flight data and ensure team members are updated on departure times, delays
and cancellations; work with staff to ensure luggage and medical checks are organized in an
efficient manner; under the supervision of the Operations Associate (Field Support), create the
weekly shift schedule and assign tasks, ensuring coverage is adequate to maintain a safe, secure
and clean environment; report regularly to management on long-stayers and other relevant issues,
employing creative problem solving as needed to handle problems. In coordination with the
Operations Associate (Field Support), handle financial paperwork.
4. Coordinate timely and adequate services for meals, snacks and water for individual staying at
Transit Centers, third-party facilities or during transit in airports and other locations, ensuring staff
members work closely with the service provider to ensure meals are culturally appropriate and to
reduce the level of waste while keeping the quality of the food at the highest standard.
5. Coordinate pre-departure formalities including but not limited to travel loans, luggage, prohibited
items, bag tags and clothing/shoes. Schedule and supervise daily discussions with individuals
staying in facilities on cleanliness, litter and hygiene. Ensure all posters and informational
messages are up-to-date and placed in visible locations.
6. Provide oversight at transit centers and third-party facilities for extended periods of up to 12 hours
and during overnight periods, ensuring the needs of individuals are met throughout their stay.
Communicate promptly with third-party facility representatives and/or management if issues arise.
7. Supervise the coordination of transportation from consolidation points, transit centers and thirdparty facilities, including liaising with service providers, supervising staff as they ensure the
identity verification, readiness and organization of individuals being transported, and preparing and
supervising relevant briefings. Ensure baggage sorting, tagging and handling is done appropriately
and that staff members arrange for individuals to be escorted on transportation as needed. Ensure
persons with special needs are provided with appropriate services and report any issues to
supervisors immediately.
8. Coordinate selection mission support, exit permit support and/or interpretation services for
individuals at the airport, in transit centers, camps, consolidation points and third-party facilities or
during transport by air, ground or water.
9. Under the close supervision of the Operations Associate (Field Support), liaise as needed with other
Teams and Units in IOM UGANDA and with external partners such as airport and government
authorities, relevant embassies, and the United Nations High Commissioner for Refugees
(UNHCR). Provide regular feedback on work being accomplished to the Operations Associate
(Field Support) and keep supervisors immediately informed of any issues that arise.
10. Train Field Support Team members as needed to efficiently and effectively manage their work,
conduct quality assurance, and to monitor and guide other Field Support staff members and
activities.
11. Alert the Operations Associate (Field Support) or management of any non-compliance to SOPs or
codes of conduct by IOM staff members or partners.
12. Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
 Bachelor’s degree from an accredited academic institution with four years of relevant work
experience; or
 Secondary (High School) education with six years of work experience.
Experience
 Prior Movement Operations, transportation-related and/or management experience a strong
advantage.
Languages
 For this position, fluency in English is required (oral and written).
 Working knowledge of French and/or Spanish is an advantage.
Required Competencies
Values
 Inclusion and respect for diversity respects and promotes individual and cultural differences;
encourages diversity and inclusion wherever possible.
 Integrity and transparency: maintain 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 – Behavioral 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 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 – Behavioral indicators level 2
 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.