VN-US97-2023-77: Operations Focal Point, Flight Management at IAD Dulles, VA (USRAP)

VN-US97-2023-77

Position Title: Operations Focal Point, Flight Management
Duty Station: IOM IAD, Dulles, VA, United States (USRAP)
Classification: G-5: 2 positions.
Type of Appointment: Fixed term, one year with possibility of extension (Appointment is subject to funding confirmation)
Eligibility: US citizens and residents only (work visa or authorizations not permitted)
Estimated Start Date: As soon as possible
Closing Date: November 21, 2023

ORGANIZATIONAL CONTEXT AND SCOPE
Under the United States Refugee Admissions Program (USRAP), the Ports of Entry (POEs) provide critical support and services for refugee resettlement to the United States. As part of a Memorandum of Understanding (MOU) between IOM and the US State Department Bureau for Population Refugees and Migration (PRM), IOM manages six POEs in the United States. POEs meet and assist refugees and Special Immigrant Visa (SIV) holders upon their arrival to the United States, accompanying them through immigration and customs procedures and ensuring they are connected to their final destination.
Under the general supervision of the Operations Coordinator (US Ports of Entry) OR National Associate Operations Officer (POE IAD) and the direct supervision of the National Associate Operations Officer (POE IAD) OR Operations Associate (POE IAD), the Administrative Assistant (Operations Support) provides administrative-related support to the POE, with the following duties and responsibilities:

RESPONSIBILITIES
1. Undertake flight management activities in an assigned area or area, such as leading teams as they meet and assist flights, meeting and assisting small group and individual arrivals, organizing transit and ground transportation, undertaking air ticket validation procedures, and completing administrative duties. As required, monitor and guide teams of Operations Clerks and Operations Assistants in completing flight management activities.
2. In coordination with the Senior Operations Assistant or Operations Associate, lead flight management teams as they meet arriving flights; independently meet arriving individuals and groups; brief arrivals on procedures, escort them to the immigration area, quality check relevant paperwork, assist arrivals through procedures and ensure Customs and Border Protection (CBP) stamps all relevant documents; guide the distribution of hotel, transportation and meal vouchers; monitor the processing of Miscellaneous Charges Orders (MCOs); and ensure arrivals have the support they need during transit. Communicate with US Customs and Border Protection (CBP) and resolve issues as they arise in coordination with the Senior Operations Assistant.
3. Ensure arrivals are escorted to their connecting flights, ground transportation, or hotel in a way that is efficient and effective. Communicate with airlines as needed and address issues as they occur in coordination with the Senior Operations Assistant. Escort medical cases requiring immediate assistance to the hospital and remain with them as requested by POE management, ensuring all necessary hospitalization documentation is completed and submitted to the Operations Associate, POE IAD.
4. Train Operations Assistants, Flight Management, to efficiently and effectively meet and assist flights, assist with ground transportation and transit, undertake air ticket validation procedures, quality check POE-relevant data, provide assistance at hotels, and provide interpretation services.
5. Assist with the preparation of flight folders and packages, domestic bookings sheets, lanyards, DTE envelopes, promissory notes, and US customs declarations; mail travel packets after CBP processing; and undertake quality assurance checks of POE-relevant data as directed by supervisors; monitor and guide Operations Assistants as they undertake administrative duties.
6. As required, assist at hotels for individuals in transit, including for extended periods of up to 12 hours and during overnight periods; ensure the needs of the individuals are met throughout their hotel stay and communicate promptly with hotel representatives and POE supervisors if issues arise.
7. As required, provide interpretation services for arriving refugees or SIV holders, including during their immigration and customs procedures, transfer to a domestic flight or ground transportation, transportation to a hotel, or transportation to the final destination.
8. As required, certify tickets once flights have departed; update and validate domestic bookings in the Receiving Mission Interface (RMI) based on actual departure details; create and validate Ticket Order Records (TORs) in IGator and update ticket statuses; undertake quality assurance checks of relevant data and report discrepancies between entries and IGator for coordination with IOM NY Accounting; and, as needed, train Operations Assistants to efficiently and effectively assist with air ticket validation procedures and quality assurance checks.
9. Provide regular feedback on the work being accomplished by the Flight Management team to the Senior Operations Assistant, Operations Associate, and/or National Associate Operations Officer—file incident reports as needed.
10. Undertake duty travel as needed to participate in POE-related meetings or training sessions, or to escort individuals transiting to their final destination.
11. Demonstrate a solid understanding of the USRAP, SOPs, and RMI, as well as the ability to remain professional, impartial, and unbiased during all interactions with refugees, SIV-holders, and colleagues per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA).
12. Maintain and ensure the confidentiality and integrity of all USRAP-related paperwork in line with standards of conduct and data protection rules and the USRAP Program Integrity Guidelines. Alert the Senior Operations Assistant or POE management of any non-compliance to SOPs or codes of conduct by POE staff members and partners.
13. Perform such other duties as may be assigned.

Required Qualifications and Experience
QUALIFICATIONS
• Completed secondary education required. • Five years of working experience with secondary education; three years of working experience with Bachelor’s degree • Prior POE experience a strong advantage. • Ability to use own initiative and work under pressure with minimum supervision. • Strong computer skills – Word, Excel and Internet • Strong interpersonal and communication skills • Attention to detail and ability to organize. • Self-motivated and objective driven

Languages Fluency in English is required. Working knowledge of other languages will be an advantage.

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.
• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains
complex matters in an informative, inspiring and motivational way.

Note:
1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

The current salary for this position is $62,936 per year.
Posting period: 11.07.2023 to 11.21.2023