Operations Assistant, Movement (X2)

SPECIAL VACANCY ANNOUNCEMENT

Open to Internal/External Candidates

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.

Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organizations work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOMs operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations departments in various IOM missions, coordinated under the division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOMs Geneva Headquarters, are responsible for all aspects of travel for migrants and refugees under IOMs auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization's programmes.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy.

Background

Under the general supervision of the Senior Movement Operations Manager and the direct supervision of Senior Operations Assistant, the Operations Assistant (Movements) is responsible for undertaking movements activities, with the following duties and responsibilities.

Responsibilities and Accountabilities

• Coordinate, schedule and book travel for individuals upon receipt of travel-ready status and/or request in accordance with travel requirements, including but not limited to the distribution of Advance Booking Notifications (ABNs), updates, domestic flights, cancellations and departure notifications.
• Organize and complete all bookings in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs) from the Division of Resettlement and Movement Management (RMM). Under the supervision of the Senior Operations Assistant, distribute travel information to internal and external stakeholders.
• Compile and analyze descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host governments procedures.
• Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.
• In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals.
• In coordination with Senior Operations Assistant, process exit permission paperwork and Travel Documents in accordance with established standards and the local guidelines.
• Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
• Conduct pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed.
• Provide regular feedback on work being accomplished to Senior Operations Assistant and keep supervisors immediately informed of any issues that arise.
• Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, Mimosa, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the Prevention of Sexual Exploitation and Abuse (PSEA.)
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

EDUCATION

• BA Degree or Diploma in Social Science or related fields

EXPERIENCE

• Five years professional experience for Diploma at the Travel/Airline industry in the area of operations and coordinating the work of others.
• Three years professional experience for BA Degree at the Travel/Airline industry in the area of operations and coordinating the work of others.
• Prior Movement Operations, transportation-related and/or management experience a strong advantage.
• Experience with Movement Operations-related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a strong advantage.
• NGO/INGO experience is a plus.

SKILLS

• Strong computer skills - Word, Excel and Internet. Accuracy in handling and reporting data, with attention to processes and detail.
• Mature individual and able to work on overtime, when requested and independently.
• Excellent communications and interpersonal skills.
• Strong analytical and planning skills.
• Proposal and report writing skills.
• Proven supervisory/managerial skills.
• Basic project management experience.
• Very good representational skills.

LANGUAGES

REQUIRED

Fluency in English is required (oral and written).

DESIRABLE

Working knowledge of the local languages in Ethiopia is an advantage

COMPETENCIES

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 - Behavioral indicators Level 1

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 Organizations 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 - Behavioral indicators N/A

Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organizations 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 Organizations goals and communicates a clear strategic direction.

Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Other

Any offer made to the candidate about 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. Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and a work permit, as applicable.