VN-US97-2023-79: National Associate Operations Officer at LAX, Los Angeles (USRAP)

VN-US97-2023-79
Position Title: National Associate Operations Officer
Duty Station: IOM LAX, Los Angeles, United States (USRAP)
Classification: NO-A: 1 position.
Type of Appointment: Fixed term, one year with possibility of extension (Appointment is subject to funding confirmation)

Eligibility: US citizens
Estimated Start Date: As soon as possible
Closing Date: November 24th 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non- governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

ORGANIZATIONAL CONTEXT AND SCOPE
The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to tens of thousands of refugees each year. IOM’s multi-disciplinary staff members provide a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Department of Operations and Emergencies (DOE), specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight and guidance to IOM’s global support to all resettlement programs.

Context:
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 five 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 Global Program Coordinator USRAP and the direct supervision of the National Operations Coordinator, US Ports of Entry, the National Associate Operations Officer, POE LAX is responsible for overseeing all activities at the POE, with the following duties and responsibilities.

RESPONSIBILITIES
1. Plan and coordinate the work of the POE to ensure the successful functioning of all activities, including ensuring: proper staffing levels are in place through hiring, training and providing feedback; arriving flights and transits are handled in an efficient, effective and appropriate manner; records are updated according to Standard Operating Procedures (SOPs); working schedules are prepared and working time counted on a monthly basis for submission to IOM DC HR payroll processing; the POE has adequate supplies; and staff ID records are maintained per the regulations set forth by the Transportation Security Administrative (TSA), US Customs and Border Protection (CBP) and local airport authorities.
2. Supervise the Operations Associate, POE LAX, Operations Assistant, Movements, and, if relevant, Operations Assistant, Administrative Support, Operations Focal Point FM, Operations Assistant FM and/or Senior Operations Assistant(s), Flight Management, ensuring they carry out their duties and fulfill the responsibilities outlined in their individual Terms of Reference (TORs).
3. Monitor short- and long-term arrival schedules to ensure adequate staffing and resources are available to provide arrival, overnight and transit assistance at the POE. In this capacity, hire, train, evaluate and schedule staff according to projected arrivals, maintain work schedules, leave requests and time sheets of staff and submit attendance records and payroll hours to IOM DC Personnel by the established due dates, and ensure staff members have the operational capacity to work effectively, including the requisite language capacity, security and medical clearances and background checks.
4. Oversee the timely completion and submission of all relevant administrative and financial reports to IOM DC, including monthly operational bills (including rent and phone lines), medical bills, bills for meals and incidentals, ground transportation requests and invoicing, staff parking records, e-ticket certifications, MCO reconciliation, financial statistics and hotel invoices. If POE LAX does not have an Operations Assistant, Administrative Support, fulfill all administrative support duties.
5. Liaise with other US POEs and IOM DC, including IT in relation to the maintenance of resources, and external partners such as the Department of Homeland Security (DHS), Customs Border and Protection (CBP), the Center for Disease Control (CDC), the Transportation Security Administration (TSA), resettlement agencies, airlines, service providers and airport authorities.
6. Represent IOM at meetings and conferences and ensure lines of communication are maintained by the Operations Associate with the local POE federal authorities and partners to promote a positive working relationship.
7. Serve as the primary focal point with IOM DC Operations regarding escorts, flight anomalies, statistics and strategic planning for POE LAX. Provide assistance as needed to DC Operations and the IOM DC Medical Department regarding escort bookings, flights and medical cases needing immediately assistance upon arrival; inform DC Operations of information received through counterparts affecting USRAP arrivals, including program updates, new procedures and contact details of relevant airport and POE contacts; ensure the POE provides after-hours assistance to DC Operations, the DC Medical Department and resettlement agencies; and ensure all re-booking and ground transportation information is sent to DC Operations in a timely manner.
8. Supervise quality assurance procedures of POE-relevant data, ensuring the Operations Associate is overseeing regular quality assurance checks to ensure POE-related data is in line with SOPs. Report any anomalies or issues with POE-relevant data to the National Operations Coordinator, US POEs.
9. Supervise the handling of at-risk and sensitive cases in accordance with IOM’s policies, procedure and guidance in the Movement Management Manual (MMM), including assistance for unaccompanied refugee minors (URMs). Ensure the Operations Associate is adequately training staff members on working with at-risk and sensitive cases and is mainstreaming prevention of sexual exploitation and abuse (PSEA) through the awareness and training sessions for POE personnel and service-providers.
10. Ensure incident reports are prepared, submitted and responded to in an efficient manner and communicate promptly to USRAP management and POE teams about all incidents that occur. Suggest methods of improving service and reducing incidents related to arriving flights and transit to the National Operations Coordinator when needed.
11. In relation to air ticket validation procedures, oversee the Senior Operations Assistant and/or Operations Focal Point FM, as they certify tickets once flights have departed, update and validate domestic bookings in the Receiving Mission Interface (RMI) and create and validate Ticket Order Records (TORs) in iGator and return and account for unused tickets. Ensure discrepancies between entries and iGator are reported to IOM DC Accounting.
12. Prepare statistics and report regularly to the National Operations Coordinator on relevant activities, problems and solutions related to POE activities. Work to streamline how reports are prepared and presented in order to improve the work of the POE. Ensure data on post-arrival procedures is compiled, summarized and presented by POE staff members, including arrival notifications, transit confirmations and movement statuses.
13. Undertake duty travel as needed to participate in POE-related meetings or training sessions.
14. Demonstrate a comprehensive 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, colleagues and partners per the IOM Code of Conduct and instruction on PSEA. Develop and revise SOPs as needed. Ensure staff members conduct themselves according to the code of conduct and with a high level of integrity at all times.
15. Maintain and promote the confidentiality and integrity of all USRAP-related information by implementing control procedures in line with USRAP standards of conduct and data protection rules. Alert management of any non-compliance to SOPs or codes of conduct by POE staff members or partners.
16. Perform such other duties as may be assigned.

Qualifications
EDUCATION
• Completed university education required.
• Two years of working experience with bachelor’s degree; no years of working experience with Master’s degree

EXPERIENCE
• Past POE (Port Of Entry) experience is highly preferred.

SKILLS
• Knowledge of USRAP program implementation and familiarity with IOM’s administrative, financial and business rules and practices is desirable
• Strong written and verbal communication skills and ability to effectively communicate with and lead a team
• Attention to detail and ability to organize
• Demonstrated proficiency with IGator
• Excellent computer skills and a high level of proficiency in spreadsheet and database applications
• Self-motivated and objective driven

Languages
REQUIRED
For all applicants, fluency in English is required (oral and written) and KNOWLEDGE OF OTHER LANGUAGES WILL BE AN ADVANTAGE

VI. 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 – 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Notes
• This vacancy does not offer work sponsorship.
• 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.
• This post is subject to local recruitment. Only those holding a US Citizenship or Permanent residence for the country where this position is based will be eligible for consideration.
• 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.
• 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.
• 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 $99,504 per year.

Posting period: 11.10.2023 to 11.24.2023