Job Description
"This vacancy is open to only Internal & Separated Staff"
Job Identification (Reference Number): EXPEDITED SVN-US10-2026-008
Position Title: National Associate Operations Officer (POE Newark)
Duty Station City: Newark, New Jersey
Duty Station Country: United States of America
Grade & Salary: NO-A, Step 1 (USD 8,292 Monthly)
Contract Type: Special Short Term
Vacancy Type: Special Vacancy Notice
Initial duration: The selected candidate will receive a contract valid until 30 September 2026
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 assistance 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 Mobility Pathways and Inclusion, specifically the Resettlement and Movement Division (RMM), has the organizational responsibility to provide direction, oversight, and guidance to IOM’s global support to USRAP.
Under USRAP, the Ports of Entry (POEs) provide critical support and assistance 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 POEs at seven international airports in the United States. POEs meet and assist refugees and migrants upon their arrival to the United States, accompanying them through immigration and customs procedures and ensuring they are connected by air and ground transportation to their final destination for handover to assured resettlement agency.
Under the general supervision of the Senior Operations Officer, Washington DC, the direct supervision of the National Operations Coordinator (US Ports of Entry), the National Associate Operations Officer (POE Newark), is responsible for the following duties and responsibilities.
Responsibilities
Oversee the staff members who are undertaking field support activities primarily at the airport(s) in POE Newark. Support staff development processes such as hiring, providing training, assigning duties and giving feedback to staff members on their performance on a regular basis to ensure high quality work and the accurate completion of activities. As needed, monitor the work schedule, validate hours and process relevant financial paperwork in coordination with the IOM finance department.
Oversee the efficient and effective management of airport services for arriving and departing individuals, including in relation to documentation, luggage, escorts and special services. Ensure staff deliver the highest quality service, interact appropriately with airport and government officials and handle urgent issues as they occur.
Serve as the primary focal point with IOM Washington DC Operations regarding escorts, flight anomalies, statistics and strategic planning for POE Newark. Provide assistance as needed to IOM Washington DC Operations and the IOM Washington DC Medical Department regarding escort bookings, flights and medical cases needing immediately assistance upon arrival; inform IOM Washington 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 IOM Washington DC Operations, the DC Medical Department and partner resettlement agencies; and ensure all re-booking and ground transportation information is sent to DC Operations in a timely manner.
Supervise the coordination of transportation from consolidation points, ensuring service providers meet IOM standards.
Manage assets and inventories, process financial paperwork, supervise quality control of vendors, and manage the transit center vehicles and related schedules, staff and paperwork, if relevant.
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 the relevant team in the Resource Management Unit 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.
Supervise the handling of at-risk and sensitive cases in accordance with IOM’s policies, procedure and guidance in the Movement Management Manual, including assistance for unaccompanied refugee minors. 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.
Supervise quality assurance procedures of POE-relevant data and data management through the institutional system such as Receiving Mission Interface (RMI) system and IGATOR, 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 and IOM Washington DC Accounting.
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.
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.
Ensure the staff members prepare incident reports and lodge them through online in accordance with the programmatic reporting procedures. Suggest methods of improving assistance and reducing incidents related to arriving flights and transit to the National Operations Coordinator when needed.
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 migrants, colleagues and partners per the IOM Code of Conduct and instruction on the prevention of sexual exploitation and abuse (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.
Undertake duty travel as needed to participate in POE-related meetings or training sessions.
Maintain and ensure 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 staff members or partners.
Perform such other duties as may be assigned.
*NOTE: This position entails physical duties including standing, walking, bending, lifting, pushing, and pulling. Candidates must possess the physical capability to fulfil these tasks effectively and safely. The ability to meet these requirements is essential for successful performance in this role.
Qualifications
EDUCATION
University degree in a related field from an accredited academic institution with 2 years of work experience
EXPERIENCE
- Operational experience at a U.S. POE is required, with a strong understanding of movement workflows and direct coordination with CBP.
- Demonstrated knowledge of airline processes and CBP procedures relevant to the arrival and onward movement of IOM-assisted beneficiaries.
- Prior Movement Operations, transportation-related and/or management experience are strongly preferred.
- Work experience in programs including movement operations component, particularly in resettlement programs.
- Experience with guiding and leading junior staff members.
- Experience with communicating with beneficiaries.
SKILLS
Self-motivated, objective-driven, and able to use own initiative and work under pressure with minimum supervision.
Collaboration and problem-solving skills.
High emotional intelligence to address issues professionally and impartially.
Computer/software literate with good knowledge in Microsoft Office.
Strong interpersonal and communication skills.
Attention to detail and ability to organize.
OTHERS
Must meet the badging and security clearance requirements at the respective POE, which includes a background check and fingerprinting as per airport authority regulations.
Must reside in the U.S., with preference given to candidates who meet local or state residency requirements applicable for badging at POE.
SECTION 5
Languages
REQUIRED
For all applicants, fluency in English is required (oral and written).
SECTION 6
Competencies[1]
The incumbent is expected to demonstrate the following values and competencies:
VALUES - All IOM staff members must abide by and demonstrate these five 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 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 actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
MANAGERIAL COMPETENCIES - Behavioural 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 leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: until 30 September 2026
Org Type: Country Office - Sub Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: National Officer
Grade: NO-A
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No