OPEN TO INTERNAL AND EXTERNAL APPLICANTS Position Title Organizational Unit Duty Station Classification Type of Appointment Estimated Start Date Senior Movement Systems Support Assistant Movement Systems Support Manila (Global) Administrative Centre General Service Staff/G-7 One-Year Fixed-Term (with possibility of extension) As soon as possible Closing Date 01 August 2016 Reference Code VN No. 041/2016 Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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. CONTEXT Under the overall / direct supervision of the Systems Support Officer, Resettlement and Movement Management (RMM) Unit in Geneva and in close coordination with other units in Manila Administrative Centre, the Senior Movement Systems Assistant will provide assistance in managing user s profiles and accounts for IOM operational tools used globally and support the unit functions in reporting and quality control to ensure continues provision of quality services by the unit promote compliance to the Standard Operating Procedures among IOM s Global Field Offices. Manila (Global) Administrative Centre 28 th Floor, Citibank Tower, 8741 Paseo de Roxas. 1226 Makati City. Philippines Tel: +63.2.230 1999 Fax: +63.2.848 1257 E-mail: hrmanila@iom.int Internet: www.iom.int
CORE FUNCTIONS / RESPONSIBILITIES 1. General Functions: Supervise the Movements Systems Support Assistant and perform SES evaluation; In coordination with Systems Support Officer, assign and schedule workload within the team; Provide support to Movements Systems Support Assistant ensuring timely, accurate and smooth flow of operation; Assume responsibilities/workload of Movements Systems Support Assistant when needed to achieve deliverables; Coordinate surveys related to RMM trainings and workshops and analyze survey feedback and results, Assist to develop unit s presentations; Coordinate the provision of training materials for the RMM movement management trainings, Monitor Section s main email box, redirect emails to concerned staff and ensure timely response, Maintain effective coordination & act as a focal point with igator & PRISM helpdesks and continue follow-up on reported technical issues until expected results are achieved; Maintain effective coordination & act as a focal point with Airlines Invoices Section (AIS) and Data Monitoring Section (DMS) in terms of reports enhancements, Contribute to drafting guidelines and training materials, Provide coaching and day-to-day guidance to more junior staff, 2. Managing Operational Systems - Integrated Airlines Tickets Order Requests (igator) & RMM Portal Monitor user accounts and current profiles / accesses within IOM Global Institutional tools used by IOM Movement / Operational staff members in the field, Apply RMM policy in accessing Operations Integrated Systems, Monitor the content of RMM portal ensuring requested updates are done in the system by Movement Systems Support Assistance, Grant field users access to IOM Operations Systems during weekends and after office hours ensuring smooth global operation, Maintain effective coordination & act as a focal point with igator helpdesk to resolve reported technical issues by the field missions & follow-up on unresolved issues until expected long term solution achieved; Participate and document business processes and requirements for future systems enhancements and integration, Safe keep systems manuals, guidelines circulars and directive, Maintain systems manuals and unit s SOPs updated, Troubleshoot user accesses. Page 2 / 5
3. Data Analysis Examine and evaluate the quality and contents of current business reports generated by unit s Sections using PRISM and igator data sources; Review and analyze reports to determine the completeness of the reports contents used by the unit, Liaise with unit s Sections AIS and DMS Senior Assistants generating reports and gather suggestions to enhance reporting mechanism, based on business needs and changes, Analyze field missions trends related to SOPs compliance; Coordinate requested changes / with relevant units within Manila Administrative Centre, 4. Reporting Generate daily open global & local good receipts reports and distribute to Systems Support Officer and RMM unit in Geneva, Generate monthly Global OPS Staff movements, distribute to Systems Support Officer and RMM unit in Geneva and coordinate / update users accesses in the systems, Generate monthly Operations staff contact details and distribute to unit s sections and RMM unit Geneva, Sending unit s AIS & DMS monthly footprints report highlighting the frequency of follow up with field missions, Assist in developing tools / reports that will monitor and strengthen unit s capacity enforcing operational SOPs among global field missions, Act as a focal point to develop new reports ensuring data quality and internal controls are met, Improve and coordinate automated reports that can be generated from PRISM and igator to assist the unit in their analysis, Consolidate and prepare reports and other reports as maybe required, 5. Systems Enhancement Participate in PRISM / IGATOR workgroup meetings for system enhancements and user acceptance tests (UATs), Recommend improvement to strengthen internal controls, systems and operational practices relevant IOM s Integrated Operational Systems, Identify required system modifications and enhancements, 6. Perform such other duties as may be assigned. Page 3 / 5
REQUIRED QUALIFICATIONS AND EXPERIENCE Education University degree in Computer Science, Information Technology or a related field from an accredited academic institution, with five years of relevant professional experience; or Completed High school degree from an accredited academic institution, with seven years of relevant professional experience. Experience Relevant work experience in database reporting and data analysis, quality assurance, use of databases and software applications, and statistical record keeping capacity; Advanced analytical and critical thinking skill; Proficient in a Microsoft Office environment, including extensive use of Microsoft Excel Word, PowerPoint and comfort with learning new software and project reporting tools; Demonstrated ability to analyse data, detect meaningful trends and patterns, and communicate findings. Languages Fluency in English is required. Working knowledge of French and/or Spanish an advantage. REQUIRED COMPETENCIES Behavioural Accountability takes responsibility for action and manages constructive criticisms; Client Orientation works effectively well with client and stakeholders; Continuous Learning promotes continuous learning for self and others; Communication listens and communicates clearly, adapting delivery to the audience Creativity and Initiative actively seeks new ways of improving programmes or services; Leadership and Negotiation develops effective partnerships with internal and external stakeholders; Performance Management identify ways and implement actions to improve performance of self and others; Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility; Professionalism - displays mastery of subject matter; Teamwork contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation; Technological Awareness - displays awareness of relevant technological solutions; Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM. Page 4 / 5
HOW TO APPLY In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé highlighting the required education and experience or a duly completed IOM Personal History Form. To access the form, please visit https://www.iom.int/countries/philippines/general-information. Interested applicants may send their applications to hrmanila@iom.int not later than 01 August 2016. Position title and VN Number should be specified in the SUBJECT field. Philippine citizen or foreign national with valid work permit/visa can apply. Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview. Posting Period: From 25.07.2016 to 01.08.2016 Requisition: VN 041/2016 Senior Movement Systems Support Assistant (G-7) _RE-ISSUED Posting Channel: For Internal and External Candidates Date created: DPG 14 July 2016 WBS: RE.0197.TR10.11.02.006 (40%) RE.0197.LB10.11.02.002 (40%) RE.0197.JO10.11.02.002 (20%) Page 5 / 5