Facility Coordinator – Emergency Roving team @ IOM Greece

IOM Greece Call for CVs

Reference Number : CFCV GR 20/113

Position Title : Facility Coordinator – Emergency Roving team

Duty Station : Attika, Greece

Type of Appointment : Special Short-Term Ungraded Contract

Closing Date : 21 September 2020


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. The International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants.

In Greece, IOM is focusing on responding to the Mediterranean migrant’s crisis, in support of the Greek Government and in cooperation with all other agencies involved. IOM currently implements interventions within the areas of emergency, preparedness and response, disaster risk reduction, livelihoods, healthcare and psychosocial assistance, assisted voluntary return of migrants, migration and development, resettlement and repatriation, family reunification, counter human trafficking, assistance to vulnerable migrants.


IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.



IOM supports the National authorities in the management of all long-term accommodation sites in mainland Greece and aims at ensuring dignified and harmonized reception standards for applicants of international protection. As the delegated authority to the European Commission, IOM has developed the intervention and implements this project in partnership with UNICEF, as the codelegated authority, and other partners.

The Facility Coordinator (Emergency Roving team) should serve as a point of contact and link between the coordination team and the field teams working in sites under the project Supporting the Greek Authorities in Managing the National Reception System for Asylum Seekers and Vulnerable Migrants (SMS).

Under the overall supervision of the National SMS Coordinator, the incumbent is expected:

Core Functions / Responsibilities:


The Facility Coordinator (Emergency Roving team) should serve as a point of contact and link between the coordination team and the field teams working in sites. Under the overall supervision of the National SMS Coordinator, the incumbent is expected:

• Support in ad hoc field operations such as opening of new accommodation centers, evacuations, transfers, distributions, verifications, risk assessments.

• Strengthen and advance cooperation with all relevant stakeholders; National Authorities, partners, delegates of the MoMA and the MoD, municipalities, prefecture and site actors to identify comprehensive approaches ensuring the compliance and alignment with the Mission’s policies and the project’s objectives.

• Develop and monitor detailed operational plans in accordance with the overall Emergency Response Plan, the implementation of minimum standards in accordance to humanitarian principles, standards and guidelines that IOM is committed to, and ensure these are adhered to by partners and site actors.

• Ensure timely and quality delivery of the Emergency Response Plan, including immediate needs component, capacity building component and policy/advocacy component.

• Represent IOM, act as general focal point of Emergency Response Programme with external stakeholders (including government, UN agencies, NGOs) and seek to build appropriate partnerships.

• Identify needs, capture gaps and provide accurate feedback on current situations and proposals for action plan. Provide regular updates to the National and Area coordinators.

• Ensure effective coordination and provide ground support and guidance to field staff.

• Provide a mechanism for mutual accountability for timely and quality delivery of emergency response interventions.

• Contribute to periodical reports and develop technical assistance. Develop checklists and Standard Operating Procedures for emergency operations, action plans for field staff and ensure proper use at field and central level.


Monitoring and coordination

• Monitor the needs of the teams in each camp, liaise and report the identified needs to the coordination team of the project.

• Monitor the safety and security situation in the site with a specific focus on the potential impact of insecurity on staff security.

• Monitor, evaluate and suggest changes and improvements in the project based on observations and discussions with the field team and stakeholders.

• Provide all necessary information and communication through the conduct of field assessments to the Area coordinator/National SMS Coordination in collaboration with the respective field team, for all the needs/risks/gaps/overlaps that concern the daily function of the camp, the security status, and the implementation of the SMS activities.

• Provide admin support for visits, meetings and workshops.

• Ensure that IOM feedback procedures and complaints mechanisms are in place, and forums are developed for the beneficiaries to contribute and be listened to.

• In emergency situations that may arise in the selected sites, the Roving Facility Coordinator will report in real time on the emergency (context, needs, challenges), produce external emergency situation reports, draft key messages, support media engagement, for use by advocacy, communications to key stakeholders.

• Ensure gaps in assistance to beneficiaries are filled and avoid duplication of activities by conducting regular and systematic monitoring of service delivery in the location, drawing the attention of stakeholders and partners to overarching needs.

• Conduct service mapping and monitoring across sectors in the location to gain and share a holistic understanding of services and standards in the site.


Operational activities I – Reception-Evacuation

• Support field team during reception and identification of the official arrivals from the islands and transit sites, and the emergency arrivals within mainland sites during the working days/hours and/or additional days/hours.

• Undertake, in coordination with the SMS field team of the site, and in order to assist the camp manager, if required, any allocation operation according to the available spaces per accommodation type.

• Prepare, based on the number of people transferred, the needed office/reception facility in coordination with the field team, camp manager and the other involved actors, in order the procedure to be performed in an orderly, safe and dignified manner.

• Prior to reception to coordinate with the respective Area coordinator and the field team , in order the needed number of interpreters to be allocated for the facilitation of the reception.

• Provide email information to the line management, at the end of the activity, for the outcome of the reception procedure and any issues/challenges/security concerns that were witnessed during the activity.

• Support emergency evacuations.


Operational activities II – Verification

• Assist physical verification exercise/s (once/twice per month) with the other members of the field team and with the support of the adequate number of interpreters

• Provide email information to the line management, at the end of the activity, for the outcome of the identification procedure and any issues/challenges/security concerns that were witnessed during the activity


Operational activities III – Distribution

• Coordinate distributions (NFI, Food) as may be required.



• Provide training to field-staff on basic IOM operational policies, procedures.

• Ensure staff is well versed on the IOM’s Code of Conduct, accountability, respectful dialogue with the beneficiaries, and prevention of sexual exploitation and abuse.

• Proactively develop the skills of IOM staff to understand and utilize IOM tools and services.

• Provide face to face and remote orientation to newly hired field based staff, at IOM regional office.

Technical Management

• Support Roving Shelter Expert to strengthen communication with communities, identify beneficiary needs and provide guidance in developing information and awareness-raising materials and activities, with beneficiary participation, and strengthening communication and complaints mechanisms together with the field team.


General Tasks

• Collect and deliver receipts to the office.

• Collect and list field needs in terms of orders– follow-up on the procedure in coordination with the SMS Deputy Coordinator and make sure to distribute items to the field.

• Visit the sites and support the teams in daily tasks.

• Undertake other tasks, per field needs.

• Participate in field trips and assessments, as requested by supervisor.

• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

• Identify gaps to generate ideas for future projects with strong beneficiary impact.

• Perform other relevant duties assigned by the National SMS Coordinator.


Required Qualifications and Experience

• University degree and/or higher from an accredited academic institution.

Experience and Skills

• At least 3 years technical experience, including substantial field based experience and working with refugees and vulnerable groups
• Deep understanding of the context,
• Experience and high competence in liaising with government authorities, NGOs and UN staff
• Demonstrated ability to plan and manage complex action plans
• Excellent team support and supervision skills
• Proven management skills with effective personal communication skills
• Flexibility and ability to take initiative to adapt to changing circumstances
• Excellent verbal and written communication skills with fluency in Greek and English
• Positive attitude towards work and ability to work effectively within a team
• Discreet and able to make good judgments about the flow of information
• Demonstrated ability to draft and prepare clear and concise formal correspondence and project reports.
• Proficient in a Microsoft Office environment and office software packages. Knowledge of spreadsheet and database packages, experience in handling of web based management systems.
• Demonstrated ability to work well under pressure and keep deadlines.
• Strong work ethics and commitment to humanitarian principles.


• Valid drivers’ license with at least five years driving experience.

Fluency in English and Greek is required.


Required Competencies

IOM’s competency framework can be found at this link.



• 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 – behavioural indicators

• 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.



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 and verification of residency, visa and authorizations by the concerned Government, where applicable.

Appointment will be subject to the provision of requirements relevant to the position including academic degree(s), professional licenses, criminal record certificate and declaration of relatives in the Organization.

This post is subject to local recruitment. Only those holding a valid residence and work permit for Greece will be eligible for consideration.


How to apply:

Interested candidates are invited to submit their application including a cover letter and CV in English by email to: iomathenscvhr@iom.int, specifying the vacancy reference number CFCV GR 20/113 in the subject line.

Due to the volume of applications received, IOM Greece Human Resources will not be able to respond to all inquiries about the application status and will only contact shortlisted candidates.

Deadline | 21 September 2020


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