Openings at International Organization for Migration (IOM)

Vacancy Number : SVN/IOMSO/007/2023

Core Functions / Responsibilities:

1. Assit in recording demographic and biographic information in MiMOSA (Migrant Management and Operational Systens Application) upon receipt of the travel documents from the Embassy and notify the Senior Operation Assistant of the receipt of new requests for travel assistance.
2. Secure, and account for travel documents in accordance with the local Standard Operating Procedures (SOPs). Ensure secure storage of documentation and data in accordance with IOM principles and guidelines while guaranteeing limited access to physical files.
3. IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
4. Timely dispatch travel documents with Operations colleagues and provide logistical assistance to relevant field offices.
5. Assist Operation team in Maintaining and updating entries into IOM Data base, as required per SOPs.
6. Provide regular feedback on work being accomplished to the Senior Operations Assistant and keep supervisors immediately informed of any issues that arise.
7. Assist in Computation of payments and prepare payment request as needed in Operations Unit.
8. Assist in following up with the Information Assistant of MPA (Migrant Protection & Assistance) on MIMOSA case registration.
9. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

1. University degree, preferably in the area of Tours and Travel or a related field from an accredited academic institution with at least one year of relevant professional work experience; or,
2. Completed High School certificate/degree in the above fields with with three years of relevant professional Experience;

Experience

• Previous working experience with NGOs or international organizations, is an added advantage.
• Experience with Movement Operations-related databases and systems is a distinct advantage.

Skills

• Strong computer skills, including MS Word, Excel, Access database and on-line applications;
• Ability to work long hours when required and Knowledge in IATA (International Air Transport Association) Travel Operations.
• Accuracy in handling and reporting data

Languages

• For all applicants, fluency in English and Kiswahili is required (oral and written)

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Vacancy Number: SVN/IOMSO/011/2023

Core Functions / Responsibilities:

UN Office in Nairobi:

• Assist the Senior Admin & Coordination Support Assistant in follow-ups with UN Office in Nairobi (UNON) for Protocol-related applications for international staff based in Nairobi.
• Assist in updating the Protocol Tracking sheet and monitoring the expiration dates for permits, visitor’s passes, driving licenses, diplomatic IDs, etc.
• UNLP Processing: Assist in physical and electronic filing of UNLP applications for international and national staff in Somalia and Kenya, as well as maintaining the Tracking Sheet.
• CoM & HSO Nairobi Offices support: Support the Senior Admin & Coordination Support Assistant with the preparation of meeting briefing notes, finalization of Travel-related requirements, e.g. accommodation bookings, trip files and follow up on travel expense claims with finance.
• Courier Services: Assist the Senior Admin & Coordination Support Assistant to provide staff members with DHL courier service support.
• Ledger Book management (referencing official documentation): Issue reference numbers for official letters/communications and maintain records.
• Conferencing Support: Support in managing the booking of conference rooms for Town Hall meetings, UNON Briefings, or trainings (virtual and in person).
• Correspondence Management (IOM Somalia mailbox): Support in monitoring the IOM Somalia general mailbox for urgent communications and flag these to the Senior Admin & Coordination Support Assistant for onward action.
• Provide support in directing/transferring external calls.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

1. Bachelor’s Degree Social Science, Business Administration, Project Management, International Relations, or a related field from an accredited academic institution with 1 year of relevant professional experience; or
2. High School Degree/Certificate in the above field from an accredited academic institution with three years of professional experience.

Experience

• Experience in administrative management & basic knowledge of financial & procurement processes.
• Experience in writing and editing communication and official letters.
• Experience in working with an international organization or a Non-Governmental Organization.
• Prior experience in minute-taking, writing official correspondences and supporting senior officials is an advantage.
• Experience in the usage of office software packages (ex. Outlook, Word, Excel, PowerPoint, Teams, Adobe etc.) & demonstrated knowledge of basic information technology.

Skills

• Good coordination, communication, and organizational skills.
• Time-management skills and ability to multi-task.
• Ability to maintain confidentiality and work in a multicultural environment.

Languages

• Fluency in English and working knowledge of Swahiliis required.