Migration Movements Coordinator (P3) at International Organization for Migration (IOM)

Context:

• Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Head of Programme and Policy Development, the Migration Movements Coordinator is responsible and accountable for the management, implementation, oversight, and coordination of IOM Kenya’s programming portfolio in the fields of Resettlement and Movement Management, Pre-Departure Orientation, Cultural Orientation, Family Reunification, Visa Facilitation, and Durable Solutions for Refugees under the Shirika Plan.

Core Functions / Responsibilities:

• Oversee the implementation of all aspects of Resettlement and Movement Management programmes in Kenya, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• Oversee the implementation of all aspects of Pre-Departure Orientation programmes in Kenya, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• Oversee the implementation of all aspects of Cultural Orientation programmes in Kenya, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• Oversee the implementation of all aspects of Family Reunification and Family Assistance programmes in Kenya, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• Oversee the implementation of all aspects of Visa Facilitation programmes in Kenya, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• In close collaboration with all programme and support units, oversee the implementation of all aspects of Durable Solutions for Refugees under the Shirika Plan, including products and services adapted to the local contexts to respond to the needs of all relevant stakeholders.
• Oversee all staff members who are undertaking migration movement operations in thec omplex operating environment of Kenya, including activities related to field support, movements, data processing and compliance. Ensure staff development opportunities including capacity building and training, assigning, and evaluating work, completing performance assessments, and participating in the resolution of performance issues to ensure high quality work and the accurate completion of activities.
• 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 resolve urgent issues as they occur. Prepare work schedules, validate hours, and ensure the processing of relevant financial paperwork in coordination with the resources management unit.
• Oversee staff as they assist individuals at transit centres or third-party facilities. Resolve complex issues as they arise and take action to improve services. For third party facilities, ensure accommodation is up to IOM standards. Manage assets and inventories, ensure the processing of financial paperwork, supervise quality control of vendors, and manage the transit centre vehicles and related schedules, staff, and paperwork, if relevant.
• Ensure interpretation services are coordinated for individuals at the airport, in transit centres, camps, consolidation points and third-party facilities or during transport by air, ground or water, ensuring the processing of financial paperwork related to interpretation services as needed. Supervise the coordination of transportation from consolidation points, transit centres and third-party facilities, ensuring service providers meet IOM standards. Oversee pre-departure counselling on pre-embarkation procedures and special needs, such as meals, medication, wheelchairs, and medical conditions.
• Oversee the completion of all bookings by Movements staff members in accordance with the Handbook of IOM Tariffs (HIT). Ensure compliance with program-specific SOPs and supervise the distribution of travel information to stakeholders. Oversee the creation of movement data files and oversee Movements staff members as they compile and analyse descriptive statistics. Certify and handle the processing of vendor-incurred costs.
• Ensure Data Processing staff members are undertaking secure storage of documentation and data in accordance with IOM principles and guidelines and that they are dispatching travel documents and coordinating exit permits and travel documents in a timely manner. Oversee the preparation of regular data mining reports on MiMOSA; advise management on possible issues which need attention and suggest corrective actions.
• Ensure compliance activities related to project monitoring and evaluation, training, youth services, project reporting, project support and protection are being carried out efficiently and effectively by the Operations Specialist, Compliance and that they are reporting regularly on the work being accomplished, particularly in relation to training of Movement Operations staff members and youth service activities at IOM transit centres.
• Establish and maintain working relationships with airlines on a regular basis and represent the best interest of beneficiaries and clients for competitive fares with the most direct routing, taking action to address challenges. Develop and maintain contact with other teams and units in IOM Kenya and with external partners such as government authorities, relevant embassies, and the United Nations High Commissioner for Refugees (UNHCR). Represent IOM at partner meetings and conferences.
• Manage at-risk and sensitive cases in accordance with IOM’s policies, procedure, and guidance in the Movement Management Manual (MMM), including assistance for unaccompanied refugee minors (URMs). Ensure IOM 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 staff and service-providers.
• Develop and ensure the implementation of quality assurance procedures, ensuring checks are being regularly undertaken by staff members and incident reports are being submitted to and responded to in an efficient manner. Prepare statistics and reports, and regularly advise the Head of Programme and Policy Development on relevant activities. Streamline report preparation and presentation in order to improve services and ensure data on all procedures is compiled, summarized and presented in a timely manner.
• Demonstrate a comprehensive 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 PSEA.
• Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Take action in relation to non-compliance to SOPs or codes of conduct by IOM staff members or partners in coordination with relevant managers/units.
• Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Political or Social Sciences, Development Studies, Human Rights, International Relations, Law, or a related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in the field of migrants' assistance with a government or UN agency, or a regional or international organization;
• Prior Movement Operations experience, especially in IOM, is highly preferred;
• Direct experience in the region an advantage;
• Transportation-related and/or management experience is a strong advantage; and,
• Experience in the usage of office software packages (MS Word, Excel, etc.).

Skills

• Demonstrated proficiency with IGator, MiMOSA, SAR and Amadeus;
• Excellent computer skills and a high level of proficiency in spreadsheet and database applications;
• Excellent verbal and written and communication skills and ability to effectively communicate with and lead a team;
• Ability to work with large, multi-cultural teams in a changing environment, including supervision of a team, directly and remotely;
• Good knowledge of UN, IOM, International Organizations and NGO mandates and programmes in migrant's rights, humanitarian assistance, post conflict migration and development;
• Knowledge of IOM's Movement Operations programme implementation and administrative, financial, and business rules and practices is desirable; and,
• Knowledge of spreadsheet and data analysis an added advantage.

Languages

• IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
• For this position, fluency in English is required (oral and written).
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required 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.