Operations Assistant

7 days ago

Ottawa, Canada IOM Ottawa Full time

_**I. Position Information**_
- Operations Assistant (Reporting and Compliance)
- Position grade: G5
- Duty station: Ottawa, Canada (Country Office)
- Reports directly to: National Operations Officer (Reporting and Compliance)
- **II. Organizational Context and Scope**_

Under the direct supervision of the National Operations Officer (Reporting & Compliance) 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.
- **III. Responsibilities and Accountabilities**_
- Undertake data processing activities for Canadian Resettlement cases including but not limited to mass importing of data with actions such as receiving and decoding files from Immigration, Refugees, and Citizenship Canada (IRCC), preparing data, importing files into MIMOSA, etc.
- Carry out and assist with the arrangements for domestic bookings, for regular and charters movements. This includes but is not limited to searching for suitable itineraries in Amadeus, issuing tickets and processing refunds, carry out necessary actions in MiMOSA and IGATOR, and liaising with AIS unit in Manila on invoice payments, etc.
- Assist in providing guidance and support to missions on various systems such as MIMOSA, IGATOR, RMI, and Amadeus in relation to the Canadian Resettlement Program. Efficiently and effectively verify the accuracy of the data entered on these systems. Verify and validate movement notifications’ distribution.
- Assist in verifying existing case and movement records for accuracy, by running monitoring reports and checking the results for compliance to program parameters.
- Respond to routine information requests, inquiries, and issues; coordinate with Senior Operations Assistant any and all complex issues and inquiries.
- Carry out and verify the reconciliation of transportation loans which include checking loans for compliance, maintaining - Assist in the organization and development of trainings and presentations for various IOM missions regarding the Canadian Resettlement Program.
- 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.
- Assist in the effective liaison with ICT unit in Manila on system errors, possible solutions, system improvements, bug fixes, etc.
- Alert the unit supervisors or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
- Perform such other duties as may be assigned by supervisors.
- **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_
- Fluency in English (oral and written). French is an advantage.
- **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 day-to-day challenges.
- 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.

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