Operations Assistant

Job city: 
Ottawa, ON
Job region: 
Eastern Ontario
Application Deadline: 
Sunday, April 9, 2017 - 11:45pm
Job terms: 
Full-time contract


Under the direct supervision of the Head of Office in Ottawa and the overall supervision of the Global Coordinator (USRAP) in Washington DC, the Operations Assistant will be responsible to assist in the overall support of the Canadian Resettlement program and other activities of IOM Ottawa.


  • Receive and handle inquiries from sponsors and service providers with whom IOM Ottawa works closely on resettlement of refugees
  • Handle requests from sponsors of family class cases who contact IOM Ottawa in regards to family members’ applications overseas
  • Calculate travel costs and provide estimates to sponsors for advance payments
  • Calculate and process transportation loan warrants
  • Compile statistical data and manage database for movements and other activities
  • Check ABNs for compliance with movement guidelines and coordinate with IOM sending missions on changes and amendments
  • Perform weekly arrival checks with Service Providers at Canadian POEs
  • Coordinate with Immigration, Refugees and Citizenship Canada (IRCC) on arrival schedules of refugees
  • Provide general support for the office and perform other duties assigned by the Head of Office
  • Perform such other duties as may be assigned



  • Bachelor’s degree with a demonstrated interest in issues related to immigration and resettlement.


  • At least two years of relevant professional experience
  • Good writing and editing skills are necessary for this position, as is a demonstrated ability to work effectively with a variety of clients and stakeholders
  • Work experience related to immigration and resettlement within the Canadian context and previous experience with IOM will be considered as an advantage.


  • Fluency in English and French is required.

Required Competencies:

  • Accountability - follows all relevant procedures, processes and policies; meets deadline and quality requirements for outputs; takes responsibility for meeting commitments and for any shortcoming.
  • Client Orientation - establishes and maintains effective working relationships with clients
  • Continuous Learning - demonstrates interest in improving relevant skills; keeps abreast of developments in own professional area
  • Communication - actively shares relevant information; writes clearly and effectively, adapting wording and style to the intended audience; listens effectively and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative - proactively develops new ways to resolve problems
  • Professionalism - masters subject matter related to responsibilities; persistent, calm and polite in the face of challenges and stress; treats all colleagues with respect and dignity; works effectively with people from different cultures by adapting to relevant cultural contexts; knowledgeable about and promotes IOM core mandate and migration solution
  • Teamwork - actively contributes to an effective, collegial and agreeable team environment; contributes to and follows team objectives; seeks input and feedback from others; takes joint responsibility for team's work.


  • Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. Appointment will be subject to certification that the candidate is medically fit for appointment. A prerequisite for taking up the position is legal residency in the country of the duty station.

Duty Station: IOM Ottawa
Classification: General Service Staff, Grade G4
Contract Duration: 9 months with possibility of extension

How to Apply:

Interested candidates are invited to submit their applications (cover letter and resume), via the "Apply Now" button below. We would recommend that you limit your cover letter to 1 page and your resume to 3 pages maximum.

Please send resume and cover letter by email to: iomottawa@iom.int

Only shortlisted candidates will be contacted. Applications received after the closing date, 9 April 2017, will not be considered.