Project Assistant (Movements and Operations) (São Paulo/SP)

At this moment internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates will be considered as First-Tier Candidates and will be given preference over are Second-Tier candidates. Internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position. Former IOM Staff Members affected by a Structural Adjustment Plan triggered due to a funding constraint in the last 12 months will be considered internal candidates.

Context

Since the creation of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. Movement Operations Units in various IOM Country Offices, coordinated under the Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion at IOM’s Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes.

Under the general supervision of the Head of Programmes and the direct supervision of the  Operations Coordinator, the Operations Assistant (Field Support/Data Processing), is responsible for the following duties and responsibilities.

1. Support IOM movement operations undertaking field support activities in an assigned area or areas, such as at an airport, transit center, third-party facility, shelter or sub-office, in relation to transportation.
2. Perform airport services, such as providing custodial care of travel documentation; verifying identities and documentation, including exit permissions, visas, tickets and other items in the travel bag; assisting with airport formalities, including flight arrivals, curb-side assistance, check-in, luggage formalities, immigration procedures, security screening systems and customs clearance; escorting arriving individuals to ground transportation and departing individuals to their gates; visually confirming flights have departed; ensuring individuals with special needs or equipment receive appropriate support; and, as needed, sending notifications using relevant systems.
3. Assist individuals at airports, transit centers or third-party facilities upon arrival with sign-in, verification of identity, orientation, food and non-food items and room assignments; during their stay, with food and non-food items, instructions, briefings, activities, and resolution of issues; and upon departure, return travel or onward travel, with briefings, luggage support and transition to transportation. Enter and update relevant data in the appropriate systems and ensure vulnerable individuals are assisted in a manner that ensures their safety, security, and comfort; report all issues immediately to the appropriate supervisor(s). 
4. Assist at airports, transit centers and third-party facilities for extended periods of up to 12 hours and during overnight periods and weekends, ensuring the needs of individuals are met throughout their stay. Communicate promptly with third-party facility representatives and/or supervisors if issues arise.
5. Assist in the coordination of transportation from consolidation points, transit centers and third-party facilities, including liaising with service providers, ensuring the identity verification, readiness and organization of individuals being transported, and providing relevant briefings. Assist with baggage sorting, tagging, and handling and escort individuals on transportation as needed. Ensure individuals with special needs are provided with appropriate services and report any issues to supervisors immediately.
6. Provide interpretation services support for individuals at airports, transit centers, shelters, and third-party facilities or during transportation by air, ground, or water.
7. Record demographic and biographic information in MiMOSA upon receipt of the request for travel while confirming receipt to third parties, such as an embassy or Resettlement Support Center (RSC). Notify the Operations Coordinator of the receipt of new requests for travel assistance.
8. Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
9. Process exit permits in close coordination with supervisors and other IOM colleagues and relevant authorities.
10. Ensure the issuance and timely dispatch of travel documents with Operations colleagues, from booking notifications to logistical assistance with exit processes closely coordinated.
11. Prepare all travel-ready documentation for transfer to Field Support activities in collaboration and coordination with supervisors while ensuring the travel bag has all necessary documentation to depart the country.
12. Provide regular feedback on work being accomplished to the Operations Coordinator and team members and keep supervisors immediately informed of any issues requiring their attention.
13. Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert the Operations Coordinator or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
14. Process, keep track and document project-related payments, procurement processes, agreements, contracts, and other administrative and logistical routines related to Movement Operations. Education
    • High school diploma with four years of relevant work experience, or;
    • Bachelor's degree with two years of relevant work experience.Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
      • Prior Movement Operations or transportation experience is a strong advantage.
      • Prior experience with assisting vulnerable migrants is a strong advantage.Languages
        • Fluency in Portuguese and English is required. 
        • Advance knowledge of Spanish is an advantage.IOM’s official languages are English, French and Spanish.Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. Required Competencies IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process. 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.
      • 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.
15. Courage: Demonstrates willingness to take a stand on issues of importance.