Operations Assistant, Movements at International Organization for Migration (IOM)

VN No : IOMKCO/VN/026/2023

Core Functions / Responsibilities: 

• 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 (Movements). 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 government’s procedures. 
• Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability. IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy.
• 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 (Movements), process exit permission paperwork and ICRC 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 the Senior Operations Assistant (Movements) 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 (Movements) 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

• Completed University Degree in a relevant field from an accredited academic institution with 3 years’ relevant professional experience.

or; 

• High School Certificate with or a related discipline from an accredited academic institution with six years of relevant experience 5 years of relevant professional experience. 

Experience 

• Prior Movement Operations, transportation-related and/or management experience a strong advantage.

Other Skills

• Previous experience with Movement Operations’ related databases and systems (including iGATOR, MiMOSA, SAR and Amadeus) is a strong advantage.
• Good computer skills - Word, Excel and Internet.

Language

• Fluency in English and Kiswahili is required.
• Working knowledge of French or Somali is an advantage.

Closing Date: 26 June, 2023