Operations Assistant, Movements

Operations Assistant, Movements

Vacancy Notice

Open to Internal & External Candidates

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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.

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

Context and Scope

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

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

Core Functions / Responsibilities:

1. 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.

1. 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, Movement. distribute travel information to internal and external stakeholders.

1. 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.

1. Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.

1. In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals.

1. In coordination with Senior Operations Assistant, Movement, process exit permission paperwork and ICRC Travel Documents in accordance with established standards and the local guidelines.

1. Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.

1. 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.

1. Provide regular feedback on work being accomplished to the Senior Operations Assistant, Movement and keep supervisors immediately informed of any issues that arise.

1. 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.)

1. 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, Movement or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.

1. Perform such other duties as may be assigned.

Education and Experience

• University degree from an accredited academic institution with minimum Three years (3) of relevant professional experience; OR
• Completed High School degree from an accredited academic institution with minimum Five (5) years of relevant professional experience.
• Prior Movement Operations or transportation experience is a strong advantage.

SKILLS

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

Languages:

Fluency in English and Arabic oral & written is required

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• 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 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 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.

Others:

• The appointment is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances

How to apply:

• Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website, by 27 September 2022 at the latest, referring to this advertisement and Akhtaboot VN # 15326.
• Interested Internal candidates need to submit their application plus a cover letter to [اضغط هنا لمشاهدة البريد اﻹلكتروني] by 27 September 2022, their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the short vacancy number and position title as mentioned in the short vacancy notice he/she applied for in the email Subject line. Any application without this information in the subject line will be excluded from the applications.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the Akhtaboot website: https://www.akhtaboot.com.

Posting period:

From 14 September 2022 – 27 September 2022

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